Executive Assistant to the President & Board of Trustees (part-time) - Mid Michigan College

Harrison, MI

About the Job

Overview

Mid Michigan College seeks individuals who: value collegiality and mutual respect; use data in decision making; are innovative; are service minded; are goal oriented; strive to continually improve themselves and their work proccess; are willing to collaborate and seek to add value in every interaction.

The Executive Assistant to the President manages the operational and administrative details of the president’s office, provides administrative support to the seven-member Board of Trustees, and participates in the council of the college leadership team. The successful candidate will have a sincere interest in the College’s mission and the ability to develop a thorough understanding of the college’s policies, procedures, and role in the communities served. This position assists in maintaining the college’s positive image, acts independently in responding to Trustees’ requests and coordinates the President’s schedule and daily office activities. The Assistant exercises discretion and confidentiality in frequent interaction with a variety of stakeholders.

This position will remain open until filled. First consideration will be given to applications received by June 10, 2024. The College reserves the right to close the recruitment process once a sufficient applicant pool has been identified.

Responsibilities

Organizes and performs a variety of office management functions of the Office of the President; ensures efficient utilization of the President’s time by developing and coordinating appointments, meetings, social and community engagements.

Promotes a positive image for the college by serving as a role model for our mission, vision, and values. Provides excellent customer service, maintains a professional demeanor, and exercises sound judgment concerning matters requiring the President’s or Board of Trustees’ attention.

Facilitates effective communication with the President’s office. Manages correspondence, responds appropriately to inquiries from a wide variety of stakeholders, disseminates clear and useful information, tactfully solves or refers problems, and provides consistent follow up.

Serves as an event planner for functions and meetings hosted by the Board of Trustees and/or the President; participates at the President’s direction in event planning for other campus functions.

Assists with the development, management, and compliance of budgets associated with the Office of the President.

Maintains an effective records management system for the President’s Office including following the College’s Document Retention Policy.

Makes efficient and cost-effective arrangements for the President and Board of Trustees for college-related travel and manages associated approval and expense forms.

Provides information for the President or the Board of Trustees by conducting research, retrieving data, compiling statistics and presenting the information in a useable format.

Serves as administrative support and liaison with the Board of Trustees. Distributes board policies and manages revisions. Facilitates effective board meetings by posting meeting notices in accordance with the Open Meetings Act, arranging catering, developing workshop presentation schedules and agendas, collecting documentation and assembling packets, taking meeting minutes in accordance with Robert’s Rules of Order and posting minutes. Arranges for periodic subcommittee meetings and Board reports, processes Board expenses, and works with the Clare County Clerk on Board elections.

Gathers information for College wide Mid Month report and coordinates reminders and access to the College wide planning calendar.

Assists with Commencement planning activities.

Takes and distributes minutes for meetings conducted by the President or at the President’s direction.

Participates in the development and implementation of departmental objectives, policies, procedures and standards; recommends changes to departmental procedures as necessary.

Safeguards the confidentiality of the college in all communication channels and through proper handling of records and documents.

Remains competent and current through professional development activities designed in concert with the President.

Per the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act),a federal consumer protection law, your job position entails functions that meet the definition of a Campus Security Authority (CSA). CSAs have a duty to report any crime to the College’s Clery Compliance Officer. This information may be disclosed to them directly, through third-party, or witnessed. As a CSA, you are required to complete annual training which is provided by the College. This training encompasses your role, responsibilities, and reporting obligations.

Performs other duties as assigned to ensure the effective operation of the Office of the President, the ongoing support of the Board of Trustees, and for the benefit of the college as a whole.

Qualifications

Knowledge, Skills, Abilities:

Knowledge of effective office management procedures.
Excellent interpersonal skills, including problem solving, conflict resolution, collaboration and teamwork.
Excellent written, oral, and listening communication skills appropriate for a wide range of audiences.
Proficiency in computer applications including database, spreadsheet, word processing, presentation and scheduling software, and website maintenance.
Ability to work well and productively without supervision and to exercise sound independent judgment.
Budget management skills.
Ability to conduct authentic research, present data usefully and prepare reports.
Ability to analyze situations and respond appropriately.
Ability to work effectively and flexibly in a fast-paced environment.
Ability to attend closely to detail and to prevent errors.

Education, Certification, Licensure:

Minimum of an Associate’s degree in business, office administration, or a related program.
Bachelor’s degree related to business or education preferred.

Experience:

Minimum 2 years of progressively responsible experience in an educational environment or comparable organizational setting.
Preferred 4 years of progressively responsible experience working with upper level or senior management.

Working Environment:

The job responsibilities of this position are performed in an office environment which requires a professional image and demeanor, on-time attendance and reliability. The environment has minimal, if any, discomfort due to heat, cold or dust. There is minimal noise within the environment.
There may be occasional travel to other college locations for meetings.
There may be occasional travel for conferences/training.
Duties are performed in an independent atmosphere without close direct supervision.
The job has intermittent periods during which continuous physical exertion is required, such as walking, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (5- 45 pounds).
Must meet reasonable and sometimes shifting deadlines, quotas, or demands for accuracy, and may be involved in some unpleasant situations.
Typical work schedule is 29 hours per week, Mon-Thurs 8:00am – 2:00pm and Friday 8:00am – Noon, or otherwise agreed upon with the President.

Note: This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. It is not to be construed as an exhaustive list of all job duties that may be performed by a person so classified. Incumbents may be asked to perform additional duties as required by his/her supervisor.

Mid Michigan College is an equal opportunity employer and complies with all applicable federal and state laws prohibiting discrimination in employment or the provisions of services.

Source : Mid Michigan College