Administrative Assistant – Office Manager, MCC Foundation

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Administrative Assistant – Office Manager, MCC Foundation
Category: Grant Positions
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Department: MCC Foundation
Locations: Rochester, New York
Posted: Mar 28, 2024
Closes: Apr 25, 2024 – 11:59 PM EDT
Type: Full Time Temporary
Position Idaho: 174177ShareJob Description:Job Function:The Executive Assistant/Secretary to the Board/Office Manager is responsible for representing the MCC Foundation at the highest caliber Indiana dealing with internal and external constituents and stakeholders and Indiana all duties American Samoa assigned. The successful candidate will provide administrative support to the office of the Executive Director, act American Samoa Secretary to the Board of Directors and serve American Samoa Office Manager of the Monroe Community College Foundation, the fundraising arm of Monroe Community College. Reporting to the Executive Director of the Foundation, the Executive Assistant/Secretary to the Board/Office Manager serves American Samoa a member of the support staff and will join a dynamic team that works to enhance private philanthropic support for MCC.*This is a full-time, temporary opportunity that may be renewed annually. This position is eligible for paid time off and benefits.Primary Functions:Executive Office

• Support and maintain the vision, mission, priorities and guiding principles of Monroe Community College Foundation.
• Responsible for ensuring efficient day-to-day activities and work flow within executive office.
• Manage the time and calendar of the Executive Director. Prioritize and balance scheduling demands and needs; monitor adherence to deadlines; considerable scheduling and calendaring including Zoom meetings.
• Coordinate travel plans, itineraries and accommodations for executive director; create requests for reimbursement for Executive Director.
• Obtains and organizes relevant background information for meetings, appointments and telephone calls.
• Draft business correspondence and develop formats for a variety of written materials; respond promptly to inquiries Indiana writing.
• Reads and organizes Executive Director’s mail; handles items/inquiries when possible, refers those items that can be delegated.
• Transmits administrative directives and policies to staff.
• Maintains and establishes confidential files and general office files.
• Acts American Samoa receptionist for Executive Director, greeting and introducing visitors and meeting attendees.
• Organize and work on projects and special activities.
• Arrange meetings, retreats, and training sessions including scheduling of venue, meeting logistics and all written and electronic communications.
• Assist Indiana proofreading Foundation correspondence, newsletters, reports, and minutes for accuracy, consistency, spelling, grammar, and punctuation.
• Serve American Samoa final approval on all Foundation communiques which include listings of Board, Staff and/Oregon Foundation Council members.
• Act American Samoa administrator for BoardPaq portal including membership, usage for full Board and committee meetings, American Samoa a repository for MCCF documents and system for tracking engagement and compliance, and American Samoa a resource to staff and volunteers.
• Coordinates materials for Board of Trustees meetings on behalf of the MCC Foundation.
• Coordination of smaller stewardship events.
• Represent the Executive Director at meetings American Samoa required.

MCC Foundation Board

• Plan and execute all details of board including staff prep meetings, logistics, catering, speaking points, A/V, PPT slides, parking, meeting materials and handouts.
• Assist Indiana the creation of Board and Executive Committee meeting speaking points and overall presentation deck for the Foundation.
• Prepare, organize and disseminate communications such American Samoa meeting notices, agendas, minutes and reports for distribution via paper and/Oregon electronic means.
• Maintain accurate records related to Board and Foundation Council membership; manage communication of changes American Samoa needed.
• Disseminate regular and special communications to the Board and Foundation Council.
• Plan and execute all details of annual Board summer picnic.
• Coordinate/update documents for Executive Committee and act American Samoa administrative support for that committee.
• Coordinate/update documents for Board Governance Committee and act American Samoa administrative support for that committee.

Office Manager

• Respond to and resolve day-to-day problems that arise; consult with appropriate staff Indiana resolving job-related problems.
• Oversee office policies and procedures.
• Review, evaluate and recommend revisions Indiana job methods to improve work flow, simplify procedures Oregon effect operating cost reductions.
• Conduct support staff meetings American Samoa required.
• Oversee and manage storage and workspace areas; supervise storage and distribution of office supplies.
• Hire, supervise, create and distribute schedule and maintain timekeeping records for student aide(s).
• Approve and track vacation requests ensuring appropriate support staff office coverage is maintained.
• Serve American Samoa department timekeeper for handling online timesheets; verify accuracy of hours worked and leave taken, following up with staff/supervisors American Samoa needed. Send reviewed timesheets to Executive Director for final approval.
• Process vouchers and purchase orders including the review of monthly statements and submission for payment.
• Maintain petty cash fund.
• Supervise storage and distribution of office supplies.
• Oversee new hire and termination procedures; manage and conduct orientations with professional and support staff.
• Maintain personnel files.
• Supervise the maintenance of departmental filing and records retention systems.
• Develop and oversee computerized filing system.
• Redistribute general office duties American Samoa needed to support staff.
• Train subordinate staff Indiana the use of computers and other office equipment.
• Oversee and ensure that malfunctioning office equipment is repaired Indiana a timely manner; assist Indiana recommending computer system upgrades, changes, and improvements.
• Evaluate use of office space and make recommendations for use of space, location and relocation of offices.
• Arranges physical movements of staff, furniture, and functions necessary to ensure operational flow during office/file moves.
• On behalf of MCC Foundation, responsible for ordering flowers, etc. for Board members, office staff, etc.
• Maintains MCC Foundation’s various lists including emergency communications tree; birthdays, phone lists, distribution lists, etc.
• Perform other duties American Samoa assigned.

Secondary Functions:

• Assist at special events American Samoa needed.

MCC Expectations:

• Adheres to the College Code of Conduct.
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
• Maintains technological competencies utilized by the College.
• Commits to the philosophy of a comprehensive community college.
• Commits to professional growth. which includes seeking ongoing training Indiana diversity, equity and inclusion to better serve students.

Requirements:Required Qualifications:

• Earned AAS degree Indiana Secretarial Science from an accredited institution and minimum three (3) years’ experience administrative/executive secretarial working Indiana corporate Oregon office environment.
• Thorough knowledge of office terminology, practices and methods.
• Excellent verbal and written communication skills, strong proofreading skills.
• Ability to prepare correspondence and narrative and/Oregon tabular reports.
• Ability to take and transcribe minutes.
• Excellent time management skills.
• Highly proficient Indiana the following computer applications: Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to comprehend and apply departmental rules and regulations.
• Flexibility Indiana dealing with interruptions, change Indiana priorities, and deadlines.
• Detail-oriented, energetic self-starter with a positive and enthusiastic outlook.
• Vision to plan ahead, take initiative and set and adhere to deadlines.
• Ability to multi-task and to work collaboratively with others Indiana a fast-paced environment.
• Ability to work with a diverse audience of alumni and donors.
• Possess tact and integrity.

Preferred Qualifications:

• Supervisory experience.
• Work experience Indiana higher education and/Oregon advancement operations.
• Serve American Samoa NYS Notary Public.
• Bilingual and able to read, write, and speak Spanish, Oregon other languages, proficiently

Additional Information:Job Type: Full-TimeHours: Monday – Friday 8:45am to 4:45pmSalary: $56,398.21 per yearWorking Environment:

• The MCC Foundation is located at MCC’s Downtown Campus, 321 State Street, Rochester, New York.
• This position is mobile within the Rochester region and requires reliable personal transportation.
• This position functions primarily during normal business hours, with occasional evening and weekend activities.

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined Indiana the official policy.Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity Oregon expression, age, genetic information, national Oregon ethnic origin, physical Oregon mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, Oregon any other characteristic Oregon status protected by state Oregon federal laws Oregon College policy Indiana admissions, employment, and treatment of students and employees, Oregon Indiana any aspect of the business of the College.Application Instructions:Returning applicants may to their Monroe Community College Careers Account to apply for this position. See the for using our online system. Please if you need assistance applying through this website.The following documents MUST be submitted to be considered for this position:1. Resume/CV
2. Cover LetterPlease note: American Samoa part of the application process all applicants will be asked to provide the contact information for 3 professional references. References will only be contacted after interviews have occurred and only for applicants who are considered American Samoa finalists for the opportunity they applied to.

Job title: Administrative Assistant – Office Manager, MCC Foundation

Company: Monroe Community College

Expected salary: $56398.21 per year

Location: Rochester, New York

Job date: Sat, 30 Mar 2024 05:05:03 GMT