Location: Bedford, MA Category: Full-time Staff Posted On: Fri Sep 11 2020 Job Description:
Title: Staff Assistant to the Vice President of Finance / CFO
Unit: Non-Unit Professional Staff Assistant Grade: 5
Dept.: Office of the Vice President of Finance and Chief Financial Officer (CFO)
Reports To: Vice President of Finance / CFO
General Statement of Duties and Responsibilities:
In support of the Vice President of Finance Office and the diverse community served, the Staff Assistant to the Vice President of Finance and handles information requests, and provides general office administration support to the Vice President of Finance/CFO. In addition, this position provides administrative support to the Chief Financial Officer (CFO), other senior staff in the area as needed, and the President's Office in Bedford.
This position reports to the Vice President of Finance/CFO
Detailed statement of duties and responsibilities:
In addition to interfacing with the entire college community, this position requires the incumbent to interface with key state and local officials, other community college vice presidents of finance/CFO's/representatives, board members, community leaders and community members in an inclusive and confidential manner.
Provide receptionist function for the Bedford Office of the Vice President of Finance. Facilitate all visitor requirements as appropriate, phone calls, messages, packages, faxes, copies, directions and other duties as deemed appropriate by Vice President's office protocol.
Receive, route, transfer, provide information, take messages and follow up on telephone calls to the Vice President's Office/ CFO's Office ensuring that callers are dealt with in a highly professional manner.
Ensure timely and accurate communication between the President, Provost, Chief Financial Officer, Executive Directors, and Deans, Directors, Faculty & Staff.
Receive, open, distribute, collect and send mail for the CFO's offices with particular attention to the confidential nature of much of the correspondence.
Assist with the distribution of major mailings by the College related to the Vice President of Finance Office. Develop, maintain and update mailing lists/labels using computer software.
Develop and maintain contacts of community members for the Vice President's Office.
Maintains regular communication with both the Bedford and Lowell administration/staff to enable consistent management of the President's Office, the CFO's Office, and Bedford and Lowell Campus activities/events when required.
Proficiently use Microsoft Office applications and other relevant office software to:
Prepare and analyze excel spreadsheets and databases.
Develop PowerPoint Financial Statement and Budget Presentations for College, Foundation, and Charter School Board Meetings
Maintain and support online calendars.
Set up and maintain shared drives and SharePoint sites for "on line" files necessary for the offices supported.
Scan and Index Hard Copy Files for creation of E Files for the Vice President of Finance.
Update and maintain the College Finance website page and communications
Set up and operate meeting room equipment.
Support the Vice President of Finance Office on social media platforms.
Maintains online College Policies and Procedures
Schedule meetings, including arranging time, location, catering and coordination/distribution of meeting materials with and for the Vice President of Finance and other senior staff.
Coordinate and support for College Board Meetings, Foundation Board Meetings, and other college meetings as required
Support events as needed
General Office Maintenance/Inventory
Maintain, troubleshoot problems, call for repair services of office machines when necessary, i.e. copier, fax, printer, manual binder, scanner, etc. All of these instruments are used by the Vice President of Finance and other senior staff.
Maintain, troubleshoot problems, call for repair services, set up, and operate conference room equipment.
Maintain stock/ inventory of office supplies requisitioning additional materials as necessary.
Assist with the ordering of office furniture/equipment as requested.
Responsible for the coordination of meetings, materials, certificates, conferences, travel arrangements, purchase orders and other financial records. Projects may include but are not limited to:
MCC Foundation Events/Programs
CFO assigned projects
Other special projects as assigned
MCC Board of Trustees and MCC Foundation
Oversee logistics of MCC Board of Trustee and Foundation meeting Finance materials.
Process/collect data from Vice President of Finance staff for Board packets.
Working Conditions/Physical Demands:
Normal office environment, not subject to extremes in temperature, noise, odors, etc. May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity. More than half of time spent in normal office setting. May require working extended hours and weekends.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
The Massachusetts Board of Higher Education - Middlesex Community College is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The Massachusetts Board of Higher Education - Middlesex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Minimum Education and Experience
BA degree in Business Administration/Finance or a related business field
At least three (3) years of experience as an executive assistant.
Works comfortably in the digital environment and maintains currency with evolving computer applications such as the BANNER enterprise system.
Ability to effectively interface with all constituents and maintain strict confidentiality of sensitive material and information.
Comprehensive knowledge of technology and computer-based skills including Word, Excel, Access, PowerPoint, Outlook, video, audio and databases.
Ability to deal tactfully and respectfully with others, to establish positive public relations for the departments, and to interact with a wide variety of people.
Demonstrated commitment to promoting diversity and experience working with diverse populations with diverse identities such as socioeconomic level, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
Excellent oral and written skills including proofreading and editing for accuracy and proper grammar including the ability to compose routine letters.
Ability to interpret and apply the rules, regulations, policies and procedures of the College and the Vice President of Finance Office.
Ability to identify and propose solutions to problems.
Skill in keyboarding at a minimum rate of 40 mailable words per minute.
Knowledge of current office practices and procedures including record keeping, correspondence control, and business letter preparation.
Strong analysis and organizational skills.
Ability to handle multiple tasks and consistently meet deadlines.
Experience in higher education or a similar setting
Master's degree preferred
Experience with Ellucian Banner or a similar enterprise system
Microsoft Office Suite(Word,Excel,PowerPoint,Outlook)
License and/or Certification Requirements
Possession of a valid motor vehicle operator's license is required.
This is a full-time non-unit professional (NUP) position under the Non-Unit Personnel Policies Handbook
Salary Range: $43,300 - $62,700 per year
Location: Bedford and Lowell campuses plus travel to off campus sites. During COVID restrictions, this position will primarily be both remote, and in person at the Lowell and Bedford campus as necessary.
Hours: 8:00am to 4:00pm, 37.5 hours per week, Monday through Friday with occasional extended hours and/or weekends
Application Deadline: October 1, 2020
Anticipated Start Date: October 2020
The College will not sponsor applicants for work visas.
Internal Number: 124910
About Middlesex Community College
At Middlesex Community College, everyone teaches, everyone learns. Collaborative in nature and innovative in practice, we educate, engage, and empower a diverse community of learners. Through transformative opportunities, we challenge and support every student to succeed and lead. Recognizing equity and inclusion as the foundation for excellence and creativity, Middlesex Community College meets the evolving educational, civic and workforce needs of our local and global communities.
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