Executive Assistant to the President - SUNY Schenectady County Community College

Location: Schenectady, NY Category: Professional Posted On: Thu Mar 23 2023 Job Description:

SUNY Schenectady County Community College is seeking a full-time Executive Assistant to the President. The Executive Assistant to the President is an *administrative staff (unrepresented*), 12-month position, reporting to the Chief of Staff and assuming responsibility for administrative and clerical outcomes corresponding to both the President's Office and the Board of Trustees. Responsibilities include the coordination of correspondence and assisting with the development and review of institutional policies and procedures. Assists with matters which are confidential in nature.

RESPONSIBILITIES:
Assists with matters which are confidential such as those involving sensitive political and policy matters, personnel issues, labor relations, and collective bargaining negotiations.
Screens calls, visitors and correspondence directed to the President or Chief of Staff, using judgment in referring requests to appropriate individuals and/or provides appropriate responses on matters which do not require the Chief of Staff's or President's personal attention.
Assists in meeting institutional responses by established deadlines and assists with matters which are confidential in nature. Assists in the planning and coordination of on and off campus activities (e.g., Middle States Evaluations, State Education Visits, College Anniversaries) and the development of institutional policies and procedures.
Responds to basic inquiries requiring knowledge of policies, procedures and regulations, and assists the Chief of Staff with tracking and composing correspondence relative to FOIL requests.
Assists with composing agenda, materials, and scheduling relative to the Chief of Staff's, President's, and Board of Trustees' government relations and advocacy.
Composes basic correspondence for the Chief of Staff's or President's review and signature.
Maintains various mailing lists for President's Office institutional correspondence such as Commencement, Annual Report, Ribbon Cuttings, Government Relations, etc. Maintains the Full-Time Professional Listing of Employees and updates after every Board Meeting.
Prepares the eligibility lists for Chancellor's Awards, Promotions, and Continuing Career Appointments for the Chief of Staff's review.
Maintains the database of all full-time employee's appointment status.
Communicates information, requests and actions to appropriate individuals on behalf of the Office of the President.
Under the direction of the Chief of Staff, maintains and updates the Office of the President's webpage and updates the Policies and Procedures webpage.
Schedule, organize, and manage the day-to-day activities of the assigned office; assure efficient and effective office operations; determine appropriate priorities and refer issues accordingly; maintain President's calendar of appointments with students, staff, faculty, administrators, and the general public; develop itinerary and make travel arrangements.
Assist in the preparation and distribution of Board meeting materials, attend meetings, and record and publish minutes. Maintain a record of agendas, minutes and materials relating to regular and special board meetings.
Assists with composing correspondence for the President's Report to the Board of Trustees and communicating highlights of the Board of Trustees meetings to the college community.
Assures that Board agenda items and supporting documents are developed, prepared and forwarded within the required timelines, requirements and guidelines.
Regularly attends Board of Trustee Meetings to record minutes and votes of the trustees, prepares Highlights of the Board Meeting for review by the Chief of Staff and dissemination, reviews the final agenda with the Chief of Staff and sends out the agenda and draft resolutions.
Researches and summarizes information with supporting data in preparation for meetings, projects and reports; reviews of divisional/institutional policies and procedures; and organizes, edits and prepares materials in draft form.
Takes meeting notes, composes and prepares communications that are regular and/or confidential in nature, and requires the use of sensitive data pertaining to legal, labor negotiations, human resources, academic, and any department/divisional budgetary matters.
Effectively uses the College's enterprise management system (Banner) to support data driven decision making of the department or division.
Collaborates in the planning and coordination of campus-wide events (e.g., external evaluations, in-service training, and commencement)
Serves as a liaison with various constituencies and responds to numerous inquiries requiring knowledge of policies, procedures and regulations.
Coordinates the office's management of contracts including preparation of documents, submission for administrative and/or legal review and approvals. Maintains a database of department/divisional contracts and agreements.
Collects financial and statistical data used in preparing and disseminating reports, budget requests and other various projects.
Responds to requests for administrative information and prepares office reports.
Opens, reviews, sorts and distributes the mail in accordance with staff assignments.
Processes purchasing requisitions and provides assistance to department/divisional staff with the purchasing and payment of goods and services.
Organizes and coordinates the administrative activities in the department, including handling incoming correspondence and drafting responses, designs and maintains office files, maintains various financial records.
Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress and techniques.
Define ways to improve quality results by studying, evaluating and re-designing processes; implementing possible positive changes.
Represents the President's office by welcoming visitors, reviewing correspondence; answering questions and meeting requests.
Provide open, timely and effective communication, keeping the office staff abreast of salient matters and providing sound recommendations and information to support decision making as it relates to College policy.
Responsible for providing comprehensive support to the President, serving as a liaison to the Board of Trustees and manages the executive office operations.
Performs other duties as may be assigned by the President or his/her designee.

Job Requirements:
Minimum Qualifications:
Bachelor's degree and at least 3 years of business and/or institutional experience, preferably at a College.
Previous executive office experience supporting senior leadership.
Ability to manage multiple projects.
Ability to communicate effectively with all levels of internal and external stakeholders.
Ability to work under pressure while maintaining humor and good will.
Experience working in a fast-paced environment in a confidential capacity.
Ability to multitask and work with all levels of the College.
Communicating effectively, both written and verbally.
Discretion regarding confidential matters.
Strong time management skills.
Plan and organize work.
Prepare and maintain complex interrelated files and records.
Must possess excellent attention to detail.
Proficiency in computer skills and MS Office.

Preferred Qualifications:
Master's degree and at least 1 year of business and/or institutional experience, preferably at a College.

Special Information:
VISA sponsorship is not available for this position
Offers of employment will be conditional based on the successful completion of a background check and verification of official college transcripts

Additional Information:
Salary: $60,000