Job Description

Job Description

Montgomery College, Maryland, has an immediate need for a full-time Executive Associate I in the Office of the President. The standard work schedule is Monday-Friday, 8:30 am – 5:00 pm. This is a non-bargaining, non-exempt, grade 25 position. For non-exempt positions, you are not eligible to work a secondary job at Montgomery College. Montgomery College promotes and creates a working and learning environment rooted in the basic tenets of fairness, diversity, and inclusiveness. This position is eligible for telework 1 day a week. This eligibility is subject to change based on the needs of the unit.

The Executive Associate supports two executive administrators by independently performing a variety of interrelated administrative duties requiring knowledge of a wide range of College processes, policies, and procedures. May also be responsible for coordinating and arranging Board of Trustee annual and monthly events; coordinating and preparing reports; managing calendars, complex scheduling tasks, confidential document management, assist with the production of presentations, PowerPoint presentations and Excel spreadsheets.

The incumbent communicates well with others at all levels throughout the College including senior leaders as well as elected officials and their staff, external businesses and organizations to obtain and provide information, and to arrange appointments, meetings, events, travel, and schedules. Maintains, liaises with, and informs other parties of matters requiring their attention. Speaks for the supervisor on matters on which the supervisor’s views are known, or as otherwise authorized.

Duties include but are not limited to:

• Serve as a confidential aide to two administrators.
• Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff; direct calls and walk-ins to appropriate staff or departments; facilitate the resolution of complaints from students, parents, and the general public; maintain administrator’s calendar; schedule and reserve monthly meeting and conference spaces, coordinate, communicate, and document general event invitations; proofread materials for accuracy, completeness, and compliance with established style guide requirements, standards, policies and procedures; acts as a liaison between administrator and department/office staff, other College staff, outside organizations, and others; attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings; represent the office at committee meetings, work groups, and other events as assigned; orders supplies through various vendors.
• Assist the organization’s budget by gathering, reviewing, and recording information; monitor departmental accounts and track expenditures; prepare and process expense reports, requisitions and purchase orders; verify, process and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and other financial/budgetary administrative services.
• Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up.
• Research files and records compile data, memos, notes, and weekly, monthly, and annual reports to accuracy and completeness for supervisory review and/or signature.
• May update program web pages and compose and publish newsletters and notices.
• May provide work direction and training to subordinate staff, assign work, and enforce work standards, counsel, and evaluate assigned employees.
• Develop, modify, and monitor office procedures to ensure compliance, accuracy and efficient operation.
• Ensure office coverage and provide training to staff and student workers.
• May serve as a regulatory resource to support compliance needs.
• Assist with planning events including managing logistics; arranging for catering; coordinating, arranging, and confirming facilities and public safety plans; preparing the board’s primary meeting site with the necessary equipment/supplies as well as monitoring the appearance and maintenance of the room; creating advertising documents, and assisting as needed during the event.
• Performs other duties as assigned.

Required Qualifications:

• High School Diploma or GED.  
• Some college coursework in business writing, computer software applications, accounting, or an appropriate combination of education and work experience at an executive support level.  
• Five years of increasingly responsible administrative support experience, two years of which were in support of a leadership position.
• The equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
• Knowledge of modern office procedures and practice; English usage and mathematical computations and techniques needed to collect, organize, and report information/data in a narrative or statistical format; record-keeping principles and procedures; standard budgeting and accounting systems; personal computer hardware and office software; and College and departmental policies, procedures, and programs.  
• Eligible applicants must currently be authorized to work in the United States and not require employer visa sponsorship

Preferred Qualifications:

• An associate’s degree
• Experience with government relations and/or board management

Salary range: $27.68 - $44.27 per hour.  Initial salary placement for new hires falls between the minimum and midpoint of the range ($27.68 – $32.73 per hour), based on relevant candidate experience and internal equity.

Application Process:

• Click Here to apply online
• For consideration, you must: Include dates of employment in your application or attachment;
• A cover letter is recommended and preferred

As a condition of employment, the following are required at the time of hire:

• Successful completion of a background check and degree verification (if applicable).

• For international degrees, you must provide US degree equivalency verified by a nationally recognized credential evaluation service.

• Participation in a Maryland State Retirement System plan (Pension or Optional Retirement Plan, depending on the position). If you are already retired from the Maryland State Retirement System, you may not enroll in a Maryland State Retirement System plan at Montgomery College and may have earn​ings restrictions, per state law.

Our benefits package includes: generous paid vacation, sick, paid holidays, medical, dental, vision, group legal benefits, professional development, retirement plan, educational assistance, tuition waiver for employee and dependents, wellness programming including onsite gyms, pools and classes.

If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources and Strategic Talent Management at 240-567-5353 or HRSTM@montgomerycollege.edu.  We require at least two weeks advance notice to enable us to provide the requested accommodation.

Montgomery College is an equal opportunity employer committed to promoting and fostering diversity among its student body, faculty, and staff.

Montgomery College is a tobacco-free and smoke-free workplace.

Closing Date

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