Management Assistant, Academic and Student Affairs

Job Description:

Job Function:

The Management Assistant in Academic and Student Affairs provides comprehensive administrative, secretarial, office management, and technical support to the Associate Vice President of Academic Affairs, Senior Specialist, Budget, and staff within the suite. This role involves extensive interaction with the College community, including students, their families, faculty, and staff.

The Management Assistant is responsible for handling a wide range of office management tasks and overseeing administrative details. The position requires managing complex projects, addressing confidential matters, and maintaining a high level of professionalism. Supervision may be exercised over subordinate staff, including student aides.

Primary Functions:

1. Office Operations, Workflow Management, and Student Support

• Oversees day-to-day divisional functions to ensure smooth workflow.
• Evaluates and recommends revisions to procedures to improve efficiency.
• Drafts business correspondence and maintains confidential and general office/electronic files.
• Uses college software and systems, including the student information system and student conduct database (Maxient).
• Serves as the division's records timekeeper.
• Responds to and resolves day-to-day issues involving students.

2. Budget and Resource Management

• Assists with divisional budgets and monitors expenditures.
• Processes purchases, budget transfers, and travel requests.
• Manages office supply and equipment inventory, including ordering and maintenance.

3. Scheduling and Coordination

• Schedules conferences, meetings, and travel, and prepares related materials such as agendas and logistics.
• Provides administrative support for travel and other activities for office administrators.

4. Data, Reporting, and Special Projects

• Runs data reports and audits information, as requested.
• Assists with event coordination and completes special projects assigned by Academic and Student Affairs administrators.

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:

• Must currently hold the Monroe County Civil Service title of Management Assistant and are reachable, or meet the minimum qualifications for a Provisional appointment (see below).

• Must be a Monroe County resident.

Minimum Qualifications: Graduation from high school or possession of an equivalency diploma, plus EITHER:

A. Five (5) years of paid full-time or its part-time equivalent professional* experience** responsible for project or program management***, office management***; or program or project development and implementation; ****OR,

B. Graduation from a regionally accredited or New York State registered college or university with an Associate's degree, plus three (3) years of professional experience as defined in A above; OR,

C. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's or Master's degree, plus one (1) year of professional experience as defined in A above; OR,

D. Any equivalent combination of training and experience as defined by the limits of A, B, and C above.

• professional experience for the purpose of these minimum qualifications does not include secretarial, clerical, reception or teller-type duties.

** all qualifying experience will have constituted the main focus or major component of your job.

*** management experience for the purpose of these minimum qualifications is defined as having complete control over an organizational unit, or providing direction and guidance to staff in the activities of an office, project or program. Examples of unacceptable experience include, but are not limited to, interviewing, conducting research, or assessing program eligibility.

**** project or program for the purpose of these minimum qualifications is defined as an organized group of activities performed to accomplish a specific goal or carry out policy aimed at improving or changing existing conditions, practices or procedures.

SPECIAL REQUIREMENTS: If you are appointed, you will be required to have a valid license to operate a motor vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the job.

Preferred Qualifications:

• Experience with Microsoft Excel
• Experience with Banner or other student information systems
• Experience assisting students to resolve complicated issues
• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

Additional Information:

Job Type: Support Staff

Hours: 8:45 AM-4:45 PM

Salary: $54,309.67-$69,553.35

Pay Transparency Disclaimer: The posted salary range represents the full salary scale for this position, which includes all pay steps within the range. The starting salary for all new hires is typically at the entry-level figure, as determined by the step placement of the Collective Bargaining Agreement. Progression through the range occurs over time based on established criteria such as length of service and performance. This range is provided to give applicants an understanding of the potential earnings over the course of a career in this role.

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.

Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

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.

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Application Instructions:

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.