Executive Assistant to the Vice President of External Affairs, Communications and Advancement

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

This position directly reports to the Vice President of External Affairs, Communications, and Advancement ( VPEACA), and requires an individual who can multi-task and whose diverse duties range from office manager and administrative support to event planning and budget assistance. The executive assistant supports the Office of Public Relations and Marketing ( PRM) and the 30+ staff of the division of External Affairs, Communications, and Advancement.

The executive assistant serves as the PRM front desk receptionist and is the first point of contact and an essential liaison for internal clients seeking services from PRM and for the external public, legislative staff, and news media seeking information and assistance with time-sensitive and, at times, urgent requests for the college. Excellent communication, interpersonal, and problem-solving skills are essential to provide support to the vice president and the staff of PRM.

The executive assistant serves as the administrative support for the VPEACA and provides analytical, logistical, and creative support to PRM staff to assist them, as needed, with core work.

The position is responsible for maintaining and improving fundamental office operations, including: administrative support for an approximate $1.7 million budget; acquisition and oversight of office supplies and materials; event planning and logistical support for annual events such as Legislative Breakfast; meeting coordination for VPEACA and PRM staff; oversight and coordination of office technology maintenance, licensing, and procurement; and the organization and management of important public-facing office functions such as exterior promotional signage and the college mascot program.

Office Management Responsibilities

* Responds to inquiries from HCC faculty and staff for PRM services, clarifies their needs, explains PRM procedures, and refers them to the appropriate PRM staff member.
* Logs incoming PRM project and service requests into the office's project management software, assign project identification numbers, and request additional information from requestors.
* Receives telephone calls, visitors, and email inquiries, including inquiries from news media and legislators and their staff. Makes judgments on the best way to process inquiries, and route them to appropriate persons or offices.
* Makes travel arrangements for team members; places work orders with plant operations, information technology, and the mailroom.
* Prepares purchase requisitions for the PRM office, including employee reimbursement requests. Processes payments, reviews and reconciles invoices to contracts and/or purchase orders, and forwards these to finance for payment. Works with finance office, vendors, and creative services manager to resolve all discrepancies, as needed.
* Completes monthly reconciliation of VPEACA and other departmental purchasing cards. Maintains digital and physical records of receipts and other documentation.
* Serves as cost center monitor for Public Relations and Marketing; Cable Studio; Education Media Services; Podcasts; Workforce, Career, and Community Education Marketing; HCC Celebrations; and PRM Special Projects cost centers.
* Assists in preparation of the yearly operating budget for PRM.
* Receives and appropriately distributes materials and publications produced and delivered to the PRM office, such as college catalogs, course schedules, and magazines. Regularly checks all college publication display racks, replenishes and organizes supply, as necessary. Manages PRM office inventory of college publications.
* Provides support for the PRM team to ensure the department's core work of brand management, enrollment management, and funding support is consistent and successful. These duties may include, but are not limited to, submitting information to online news calendars; setting up interviews and contacting students, faculty or staff; processing and distributing photos; interview note-taking or transcribing; maintaining the office's student profile database, and other job file management responsibilities.
* Maintains inventory, organizes, and procures PRM office supplies, equipment, and technology. Maintains record of department's capital inventory.
* Schedules and manages the college's exterior digital signage in accordance with Howard County regulations; arranges set-up for banners/signage for major events as needed.
* Produces college closing signage for planned and unanticipated college closures. Coordinate with the office of public safety and other college areas on timely posting of signage.
* Maintains database of office emergency contact information and assists with updates to the division's Continuity of Operations Plan.
* Schedules meeting space for the office and staff members as needed.
* Plans, schedules, hosts, and record minutes of weekly PRM staff meetings and quarterly division meetings. Assists with development of annual office retreat. Serves as secretary of other campus teams and committees at the direction of PRM leadership.
* Develop and maintain strong working relationships with other college areas to provide exemplary customer service.
* Sorts and distributes office mail.

Administrative Support Responsibilities

* Provides administrative support for the Vice President of External Affairs, Communications, and Advancement and their direct reports to include calendar management, meeting scheduling, budget management support, reserving and booking meeting and event space and other duties as assigned.
* Tracks office spending and extracts financial reports and other information about department budget and expenditures within HCC's Colleague management information system. Also, develops and updates custom spreadsheets as needed to monitor actual and projected department spending to support PRM's budget management.
* Manages preparation and tracking of Board of Trustees' materials for the VPEACA, including consent materials, discussion items, and Legislative and Community Relations Committee materials.
* Coordinates routing of materials requiring the signature of the VPEACA and other college leadership, including but not limited to, memos, forms, contracts, agreements
* Registers students, trustees, President and other college supporters for government hearings and other meetings with legislative officials.
* Maintains legislator contact database, and assists with updating media contact database, as needed.
* Produces, posts, distributes, and archives college news and events for the media and college community. Reviews mentions of the college, students, faculty and staff in the media, and notifies PRM leadership of threats to the institutions reputation. Updates and maintains HCC Newsroom and HCC in the News webpages. Pitch ideas for additional editorial and social media content to office leadership.
* Completes writing projects as assigned. Proofreads and suggests edits to key college publications, following the HCC style guide and AP style.
* Notify key college staff of delegation of signature authority.
* Gathers marketing and public relations information and performs research, as needed by department staff.
* Maintains working knowledge of college policies, procedures, and workflows related to the performance of duties and those governed by the VPEACA.
* Assist staff and troubleshoot office technology issues.
* Performs other duties as assigned.

Event Planning Responsibilities

* Under the leadership of the EDPRM, coordinates the planning and execution of the annual Legislative Breakfast, Student Advocacy Day, and other high-profile special events as assigned.
* Legislative Breakfast, Student Advocacy Day, and other high-profile special events as assigned.
* Connects with college offices and department to identify students to participate in events, utilizes Colleague to identify students to attend events, contacts students about events, prepares and educates students about events, and serves as first point of contact for students to answer questions and provide necessary information.
* Assists with the selection of student speakers for events and prepares students for meetings with PRM Leadership.
* Coordinates event invitations, tracks responses, and maintains list of attendees and students who would be good representatives of the college for future events.
* Contacts legislative staff to schedule visits and identify event dates.
* Facilitates the production of event materials.
* Arranges event catering, room set-up, and AV equipment.
* Facilitate branding of event spaces for key external events and visits from external partners, legislators, donors and other high-profile stakeholders.

* Associate degree or equivalent combination of postsecondary education and experience required. Bachelor's degree preferred.
* Associate degree or equivalent combination of postsecondary education and experience required. Bachelor's degree preferred.
* Two years' experience in an office setting required. Experience working in a public relations or marketing office preferred.
* Financial management skills including procurement processing, budget monitoring, and account reconciliation.
* Excellent communication and problem-solving skills.
* Knowledge and experience with Microsoft Office applications, including Word, Excel, and PowerPoint. Must upgrade knowledge and deal with conversion challenges as the college adopts newer versions of software packages.
* Ability to learn Colleague, the college's management information system, and Site Executive, the college's website content management system, to perform key functions for this position. Experience with Colleague and Site Executive preferred.
* Experience supervising students, interns, or part-time office workers preferred.

OTHER REQUIREMENTS

* Ability to manage workload in fast-paced environment with frequent interruptions and to prioritize multiple project assignments, requiring a high degree of accuracy and efficiency.
* A self-starter who takes initiative in improving office operations.
* Ability to communicate effectively, both verbally and in writing, as well as interpersonal skills.
* Possesses skill with proper business English, grammar, spelling, and typing formats; knowledge of AP style preferred.
* Experience with social media and photography preferred.
* Pleasant, solicitous telephone manner.
* Regular attendance and front-office coverage is a requirement of this job.
* Ability to maintain strict confidentiality.
* Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

SUPERVISION

May supervise students, interns or part-time office assistants.

Fast-paced, Deadline-driven.

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Howard Community College ( HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.