Administrative Assistant, Diversity Office

Job Description : SUMMARY

SUMMARY

Provides project and program coordination as well asadministrative support and assistance to the Vice President & ChiefDiversity Officer.

CDO). Workscollaboratively with the Vice President’s direct reports and other staffcoordinators across the College, as needed, in relation to projects, timelines,documents and meetings, especially with the Executive Director, Diversity &Inclusion.

ESSENTIAL FUNCTIONS

• Manages all aspects of the Vice President’s calendar including scheduling appointments with the members of the College’s executive team, staff, faculty, and external individuals such as business, community and government leaders
• Provides leadership on special assignments assigned by supervising executive including project management and research as well as proofreading, editing and drafting a variety of internal and external publications
• Represents the Vice President & Chief Diversity Officer on committees, in meetings, in conference calls and throughout the College
• On behalf of the VP, directly responds in a timely manner to requests for information from internal and external sources, maintaining necessary confidentiality
• Independently drafts executive level summaries, reports and presentations for dissemination to executive staff and external partners, maintaining necessary confidentiality
• Monitors and supports work of various teams established by the VP
• Prepares confidential correspondence and documents for direct use by the VP and others in the College, and handles confidential or sensitive information diplomatically, including information related to diversity, equity, inclusion and social justice matters or personnel issues
• Works directly with the Strategy Office and the President’s Office, along with the campus-wide community during the annual College diversity report preparation process, providing project management services, performing extensive research on issues and creating reports and presentations for direct use in the diversity annual reporting process and all other documents
• Exercises independent judgment in interpreting application of College policies and procedures, and contributes to the formulation of new College policies, as well as to the revision of existing policies and procedures from a diversity, equity, and inclusion lens
• Attends staff and project team meetings and provides follow-up on meeting outcomes, including management and tracking of resulting activities and projects including providing support by preparing and assembling agendas, packets and other pre-meeting materials and taking and distributing meeting minutes
• Monitors the Diversity, Equity and Inclusion's departmental budget, and maintains records and files for budget data and general office information
• Represents the Diversity Office as needed making presentations, such as, providing an introduction to the Office to newly hired employees during orientation
• Answers phones and screens incoming calls and mail
• Performs other duties as assigned

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE / TRAINING

• Associate’s Degree
• Significant related experience may substitute for education
• Minimum of five years of demonstrated experience administering departmental initiatives, including project management or project coordination, in a diverse educational environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations

KNOWLEDGE, SKILLS and ABILITIES

• Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focus
• Possess strong organizational and time-management skills
• Possess excellent written, verbal and interpersonal communication skills
• Possess excellent editing and proofreading skills
• Ability to foster a team environment and work collaboratively
• Demonstrated ability to multitask in a fast-paced environment, and to coordinate supporting multiple projects while prioritizing workload
• Ability to work with limited supervision, and the ability to exercise independent judgment and initiative
• Ability to research effectively
• Ability to work accurately with great attention to detail
• Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships
• Demonstrated intermediate project management skills
• Demonstrated intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality
• Possess sensitivity to appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICAL COMPETENCIES

• Service Focus
• Time Utilization
• Quality of Work

VERY IMPORTANT COMPETENCIES

• Communication
• Continuous Improvement

IMPORTANTCOMPETENCIES

• Collaboration
• Adaptability

PERFERREDQUALIFICATIONS

EDUCATION AND EXPERIENCE / TRAINING

• Bachelor’s Degree
• Demonstrated experience in higher education
• Demonstrated experience providing executive-level support

KNOWLEDGE, SKILLS and ABILITIES

• Demonstrated online and other research capabilities
• Demonstrated proficiency with Banner System

PHYSICALDEMANDS / WORKING CONDITIONS

Thedemands described here are representative of those that must be met by anemployee to successfully perform the essential functions of this job.

Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment;
• The work area is adequately lighted, heated and ventilated;
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands / fingers using a computer mouse and keyboard to type.
• However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

EQUALOPPORTUNITY STATEMENT

Cuyahoga Community College is committed to attaining excellencethrough the recruitment and retention of a qualified and diverse workforce.

Cuyahoga Community College is an equal employment / educational opportunityinstitution.