40 Hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Responsible for providing advanced confidential administrative support to the Vice President of Academic Affairs and Workforce Development (VPAAWD). Provide outstanding customer service to employees, students and external customers demonstrating MCC Behaviors of Excellence. Maintain smooth operation of the office, effectively and efficiently handling a variety of administrative support duties that support the Academic Affairs or Student Affairs to meet its strategic and service priorities.

• Provide confidential support for the VP and customer service on behalf of assigned division, responding to a wide variety of inquiries from College employees, students, and community members
• Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
• Provide administrative support for projects (e.g. Board reports, ICCB Reports, Accreditation, statistical reports) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
• Organize and carry out work plans to accomplish a variety of tasks associated with: Accreditation; Vice President meetings, Faculty Council, College Catalog production timeline, reports, and special events
• Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary
• Develop and maintain a working familiarity with the College Strategic Plan and related activities
• Coordinate travel arrangements and advances, as well as provide timely, accurate confirmation and filing of expense reports
• Assist in data gathering, documentation, and preparation of various department procedures
• Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, etc.) and assist in preparing reports
• Enter data and extract information from the College's ERP or other College software/systems to perform duties including, but not limited to, generation of reports and creating/updating courses, sections or schedules
• Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and mainframe budget software. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
• Provide support for standing committees; act as recording secretary, disseminate minutes, process forms, update systems, room reservations, meeting planning, etc.
• Maintain an up-to-date central filing system
• Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars
• Serve as a liaison, as appropriate, with external agencies and prepare necessary forms and reports
• Provide complete, accurate and timely information to staff, students, and the community regarding office and other College procedures
• Organize and assist in the catalog production process
• In support instructional programs by maintaining College record keeping systems and prepare, maintain, and disseminate information to appropriate staff
• Serve as office representative at College meetings, professional meetings, seminars and workshops as requested
• Provide administrative support in collective bargaining negotiation meetings
• Assist with the distribution of materials related to Academic Affairs/Student Affairs
• Assist with special events hosted by Academic Affairs/Student Affairs
• Coordinate internal logistical arrangements for department-sponsored events
• Develop and keep up-to-date procedure manuals for various departments in Academic Affairs/Student Affairs division
• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences
• Maintain currency in college processes and technologies

• Associate's degree or equivalent from a regionally accredited institution
• Five or more years related experience