Administrative Assistant - Office Manager, MCC Foundation

Monroe Community College | Rochester, NY

Posted Date 3/28/2024

Job Function:

The Executive Assistant/Secretary to the Board/Office Manager is responsible for representing the MCC Foundation at the highest caliber in dealing with internal and external constituents and stakeholders and in all duties as assigned. The successful candidate will provide administrative support to the office of the Executive Director, act as Secretary to the Board of Directors and serve as 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 as 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 in 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 as 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 in proofreading Foundation correspondence, newsletters, reports, and minutes for accuracy, consistency, spelling, grammar, and punctuation.
  • Serve as final approval on all Foundation communiques which include listings of Board, Staff and/or Foundation Council members.
  • Act as administrator for BoardPaq portal including membership, usage for full Board and committee meetings, as a repository for MCCF documents and system for tracking engagement and compliance, and as 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 as 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 in the creation of Board and Executive Committee meeting speaking points and overall presentation deck for the Foundation.
  • Prepare, organize and disseminate communications such as meeting notices, agendas, minutes and reports for distribution via paper and/or electronic means.
  • Maintain accurate records related to Board and Foundation Council membership; manage communication of changes as 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 as administrative support for that committee.
  • Coordinate/update documents for Board Governance Committee and act as administrative support for that committee.
  • Office Manager

  • Respond to and resolve day-to-day problems that arise; consult with appropriate staff in resolving job-related problems.
  • Oversee office policies and procedures.
  • Review, evaluate and recommend revisions in job methods to improve work flow, simplify procedures or effect operating cost reductions.
  • Conduct support staff meetings as 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 as department timekeeper for handling online timesheets; verify accuracy of hours worked and leave taken, following up with staff/supervisors as 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 as needed to support staff.
  • Train subordinate staff in the use of computers and other office equipment.
  • Oversee and ensure that malfunctioning office equipment is repaired in a timely manner; assist in 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 as assigned.
  • Secondary Functions:

  • Assist at special events as 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 in diversity, equity and inclusion to better serve students.

  • Requirements:

    Required Qualifications:

  • Earned AAS degree in Secretarial Science from an accredited institution and minimum three (3) years' experience administrative/executive secretarial working in corporate or 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/or tabular reports.
  • Ability to take and transcribe minutes.
  • Excellent time management skills.
  • Highly proficient in the following computer applications: Microsoft Word, Excel, PowerPoint and Outlook.
  • Ability to comprehend and apply departmental rules and regulations.
  • Flexibility in dealing with interruptions, change in 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 in 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 in higher education and/or advancement operations.
  • Serve as NYS Notary Public.
  • Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

  • Additional Information:

    Job Type: Full-Time

    Hours: Monday - Friday 8:45am to 4:45pm

    Salary: $56,398.21 per year

    Working 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 in the official policy.

    Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

    Notice Non-Discrimination
    Annual Campus Security & Fire Safety Report

    Application Instructions:

    Returning applicants may login to their Monroe Community College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us 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 Letter

    Please note: As 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 as finalists for the opportunity they applied to.

    Category: Grant Positions
    Department: MCC Foundation
    Locations: Rochester, NY
    Posted: Mar 28, 2024
    Closes: Apr 25, 2024 - 11:59 PM EDT
    Type: Full Time Temporary
    Position ID: 174177

    Salary56,398.21 Annual
    Employment Type
    Full Time | Temporary

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