Management Assistant, Academic and Student Affairs

Job Description : Job Function :

Job Function :

The Management Assistant in the Academic and Student Affairs administrative, secretarial, office management, and technical support for the Associate Vice Presidents in Academic and Student Affairs.

This position has extensive interaction with the College community, both students and faculty / staff. The Management Assistant is responsible for performing a variety of office management tasks with broad responsibility for attending to administrative details.

This position requires working on complex projects and confidential matters. Supervision may be exercised over a subordinate staff, including, but not limited to, student aides.

Primary Functions :

• Oversees division functions to ensure efficient day-to-day activities and workflow
• Reviews, evaluates, and recommends revisions to job methods to improve workflow, simplify procedures, or effect operation cost reductions
• Schedules conferences, meetings, and travel; prepares meeting agendas and arranges meeting facilities, as required; provides support to office administrators related to their participation in and with professional, affiliated organizations
• Acts as recording secretary; prepares and distributes meeting minutes
• Drafts business correspondence, and establishes and maintains confidential and general office / electronic files
• Responsible for, or assists staff in, the processing and monitoring of purchases, oversight of grant budgets and reports, budget transfers, and travel requests;

orders and / or supervises purchase, receipt, inventory, and maintenance of office supplies and equipment

• Establishes, reviews, and assists with divisional budgets, and grant preparation and monitoring
• Serves as division timekeeper
• Responds to and resolves day-to-day problems that arise with students
• Manage confidential and sensitive student disciplinary, complaint, and CARE records
• Responsible to maintain college software and system expertise, including the student information system, student conduct database (Maxient) and other job-related technology systems;
• Prepares annual and data reports, as requested
• Supports division grant-related activities and may serve as the main point of contact
• Works with the Academic and Student Affairs Administrators in evaluating office space and coordinates physical moves
• Assists the staff in requesting enrollment and retention data and coordinating a weekly / monthly enrollment and retention update
• Manages subordinate staff, ensuring training and office coverage
• Responsible to lead or assist in the coordination of Commencement and provide day-of support, as well as support other divisional activities and events
• Provides support related to special projects, as assigned

Secondary Functions :

• Represents administrators at meetings, when requested
• Serves as backup support to the Vice President in the Executive Secretary's absence
• Performs additional duties as assigned by the Academic and Student Affairs Administrators

MCC Expectations :

• Adheres to the College Code of Conduct.
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
• Maintains technological competencies utilized by the College.
• Commits to the philosophy of a comprehensive community college.
• Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

Requirements :

Required Qualifications :

Must currently hold the Monroe County Civil Service title of Management Assistant or be reachable on the current eligible list for this title OR meet the minimum qualifications for a Provisional appointment.

MINIMUM QUALIFICATIONS : Graduation from high school or possession of an equivalency diploma, plus

EITHER :

A. Five (5) years of paid full-time or its part-time equivalent professional* experience responsible for

project or program management , office management ; or program or project development and

implementation; OR,

B. Graduation from a regionally accredited or New York State registered college or university with an

Associate's degree, plus three (3) years of professional experience as defined in A above; OR,

C. Graduation from a regionally accredited or New York State registered college or university with a

Bachelor's or Master's degree, plus one (1) year of professional experience as defined in A above; OR,

• D. Any equivalent combination of training and experience as defined by the limits of A, B, and C above.
• professional experience for the purpose of these minimum qualifications does not include secretarial,

clerical, reception or teller-type duties.

all qualifying experience will have constituted the main focus or major component of your job.

management experience for the purpose of these minimum qualifications is defined as having complete

control over an organizational unit, or providing direction and guidance to staff in the activities of an office,

project or program. Examples of unacceptable experience include, but are not limited to, interviewing,

conducting research, or assessing program eligibility.

project or program for the purpose of these minimum qualifications is defined as an organized group of

activities performed to accomplish a specific goal or carry out policy aimed at improving or changing existing

conditions, practices or procedures.

Must be a Monroe County resident

Preferred Qualifications :

• Working knowledge of Banner or other student information systems
• Working knowledge of Argos and / or Tableau
• Working knowledge Microsoft Tools including Excel
• Working knowledge of Maxient
• Experience assisting students to resolve complicated issues
• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

Additional Information :

Job Type : Support Staff

Hours : 8 : 45 AM - 4 : 45 PM

Salary : $52, increment in 6 months

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime / staggered shifts, remote work / telecommuting and compressed work schedule.

The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs.

Limitations to flexible work arrangements are outlined in the official policy.

Prohibition of Remote Work Outside New York State : Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications.

In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

Application Instructions :

Returning applicants may to their Monroe Community College Careers Account to apply for this position. See the for using our online system.

Please if you need assistance applying through this website.

The following documents MUST be submitted to be considered for this position :

1. Resume / CV

2. Cover Letter

Please note : As part of the application process all applicants will be asked to provide the contact information for 3 professional references.

References will only be contacted after interviews have occurred and only for applicants who are considered as finalists for the opportunity they applied to.