Executive Assistant to the Vice President of Instruction
- Mount Hood Community College
- Location: Gresham, Oregon
- Posting Date: 07/09/2021
- Application Deadline: Open until filled
This position is open until filled. For full consideration, please ensure your application materials are received by 11:59pm on Sunday July 11, 2021
Your cover letter, resume, and supplemental questions submitted will also be used to assess proficiency in written communication, including proofreading and editing. Successful hire must live within commuting distance to the campus to be available on-site.
ORS 243.650(6) - Confidential employee means one who assists and acts in a confidential capacity to a person who formulates, determines and effectuates management policies in the area of collective bargaining.
Basic Job Purpose/Function
Under general direction, performs administrative support of a highly complex and responsible nature to the Vice President of Instruction (VPI). Interfaces with high-level internal and external contacts and responds to inquiries and correspondence. Collaborates closely with the Instructional Services coordinators, in addition to other staff and faculty from areas of the College such as facilities, purchasing, human resources (HR), and student development. Provides office support for the Office of instruction and Part-Time Faculty offices. Monitors the Office of Instruction budget, and other area budgets such as the Teaching and Learning Center budget. Actively contributes to unit planning, goal setting, and retention initiatives. Handles extremely sensitive and/or confidential matters. Works independently and in a team environment to support the vision, mission, and goals of the College.
Provides direct support primarily for the vice president of instruction as directed including correspondence, projects, research, compiling and analyzing data, preparing reports/recommendations, budget development and analysis, calendar maintenance, attendance reports, travel, filing, creating work orders, and other duties as assigned. Collaborates with other executive assistants and VPI direct reports
- Provides supports for the VPI with on-boarding and off-board of direct reports
- Works closely with the VPI on complex and sensitive tasks and monitors follow-up action steps on important correspondence and requests.
- Provides oversight and coverage to the front desk for the Office of Instruction, providing customer service to staff, faculty and students. Assists in resolving issues and refers to appropriate campus resources regarding services including, but not limited to, articulation, catalog, class scheduling, curriculum, room scheduling, transfer, program advising, and student basic needs resources.
- Helps update the Part-time Faculty and Tutor Association Handbook in collaboration with HR staff. Ensures adequate support for part-time faculty office, trains student aides, and orders supplies for the PT office. Processes approved non-instructional work compensation for part-time faculty, as requested by the VPI.
- Processes approved professional development funds requests for full-time faculty. Tracks tenure documentations for full-time faculty, and prepares honor roll letters for part-time and full-time students.
- Provides support in responding, reporting, and tracking progress of instructional workflow across the instructional divisions.
- Organizes and maintains electronic files and shared drives for the Office of Instruction.
- Gathers, compiles, and organizes data collection as requested.
- Supports and provides input to the College’s strategic initiatives as related to assigned area.
- Supports a climate of innovation and improved services for students, College employees, and the community.
- Supports and takes part in College’s diversity, equity, and inclusion initiatives.
- Provides billing and training compliance support for instructional grant programs as requested. Assembles required documentation from college staff to review for accuracy and submit to funder.
- Assists with hiring by facilitating new hire paperwork including authorization forms, computer services, and key request forms, reviewing college policies and procedures, and training for office procedures and proper operation of email, voice mail, and other office machines.
- Trains and coordinates student- and/or part-time hourly employees. Oversees scheduling and flow of work.
- Performs all other duties as assigned.
- Associates degree from an accredited institution
- Five (5) years of progressively responsible experience performing office management, administrative support, or coordinating functions of a department
- Intermediate skills using Microsoft Outlook, Word, Excel, and PowerPoint
- Proficiency in written and verbal communication
- Demonstrated experience as an equity-minded leader that uses influence and authority to build diversity, equity, and inclusionary capacity
- Associates degree or higher from an accredited institution in business administration, business management, business communication, office management, public administration, or closely related field.
- Previous higher education experience working in academic affairs or an instructional department
- Advanced skills using Microsoft Outlook, Word, Excel, and PowerPoint
Knowledge, Skills and Abilities
Ability to work collaboratively and collegially with internal and external stakeholders
- Excellent written, verbal, visual, and interpersonal communication skills using high impact practices in trauma informed care
- Knowledge and understanding of and ability to comply with applicable federal, state, and local regulations; accrediting commissions; licensing requirements; and with administrative regulations, Board policies and collective bargaining agreements as appropriate. Applies the College’s interpretation of the Family Educational Rights and Privacy Act (FERPA)
- Ability to utilize a computer and necessary software
- Ability to keep strict confidentiality and exercise discretion, high personal integrity, and sound professional ethnics
- Knowledge of office practices, procedures and equipment, and knowledge of basic accounting practices to track and forecast budget and expenditures
- Skills in editing, proofing, and note-taking
- Ability to adapt to changing priorities, meet deadlines, and manage multiple, complex, and concurrent projects
- Highly motivated and resilient
- Ability to work independently, be self-directed, and work as a member of a team
- Ability to embrace change in the ever-changing environment of higher education
- Work accurately with great attention to detail
- Knowledge of culturally inclusive/equity-minded practices/strategies
Work is typically performed in a normal office environment while sitting at a computer terminal. The position interacts with a variety of individuals including students or customers who may be emotional and exhibit stressful behavior at times. Interfaces with high-level internal and external constituents requiring considerable discretion and initiative. Heavy computer, monitor and keyboard use and frequent repetitive hand/wrist motion for keyboarding functions are typical. Work pressure and workflow disturbances are expected. Periodic exposure to stressful situations, complaints and harassment in person and by phone. Works assigned schedule and exhibits regular and predictable attendance. As directed to meet workload demands, works outside of typical schedule including evening/weekend hours. Work occasionally requires travel to off-campus locations.
Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include all relevant full and part-time experience in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.
MHCC only accepts applications through our online application system at http://agency.governmentjobs.com/mhcc/default.cfm. For technical assistance, please call 855-524-5627.
Please note: We do not request or read letters of recommendation. Also, it is not necessary to upload a large number of documents with your materials. We are looking for the required documents. Faculty applications require a current resume, cover letter and official transcripts (copies are fine for application purposes) and/or any required certificates or licenses.
Please note: this is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Position subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the faculty association agreement to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement. Any appeals to placement must be submitted in writing to the human resources recruitment specialist no later than one week after an offer is made.
Final candidates will be subject to a criminal background check as part of the employment process.
MHCC is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.
MHCC provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235; OAR 105-040-0010 and 105-040-0015.
Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran's Affairs indicating receipt of a non-service connected pension to your application. Disabled Veterans must also submit a copy of their Veteran's disability preference letter from the Dept. of Veteran Affairs, unless the information is included in the DD Form 214 or 215.
If you are seeking this preference, appropriate documentation must be provided at the time of application. You may submit an electronic copy in the document upload area of the application in the section marked "veterans' preference document," or fax to 503-491-7257 or mail to Human Resources, Mt. Hood Community College, Gresham, OR 97030. If you do not have your documentation, you may request it through your Veterans' Administration Office.
Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three working days prior to the date of need.