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Executive Assistant to Vice President of Academic Affairs  « Position Deleted on 1/11/2013 »

Institution: Baltimore City Community College
Location: Baltimore, MD
Category:
  • Admin - Executive Assistants
  • Admin - Institutional Research and Planning
Posted: 12/13/2012
Application Due: 01/02/2013
Type: Full Time
Salary: $45,667 to $51,428 USD Per Year
This position is no longer an active posting on HigherEdJobs
Under direction of the Vice President for Academic Affairs (VPAA), this position provides varied, complex project management and administrative and operational analysis services for the Division of Academic Affairs. The position independently plans, oversees and implements a variety of administrative and special projects to increase effectiveness and efficiency of operations and to analyze and resolve administrative and operational issues. Work includes developing, analyzing and advising on improvements in administration and operations; work methods and workflow; administrative policies; forms and records management; space utilization, etc. Duties require analyzing existing administrative structure, policies, and procedures; identifying details of administrative studies; determining and locating sources for collecting information and data; reviewing, analyzing and summarizing reports; and preparing policies, and other instructions for issuance to administrative units. The position also serves as the VPAA's executive assistant providing direct support for a variety of complex administrative tasks including research, ad-hoc and regular report and presentation preparation, high level communications and correspondence, and various liaison duties.

REQUIRED QUALIFICATION
  • Bachelor's degree in Business Administration, Public Administration, Project Management, Records Management or related field; and
  • 3 years of experience in project management; complex office management; or business, administrative or operations analysis.
ESSENTIAL FUNCTIONS

(Academic Research Planning and Project Management)
  • Perform research design for scholarship, business cases, grant proposals, scheduling, and planning
  • Assess and select appropriate research methodologies
  • Lead scholarly research initiatives on various topics including writing and editing, data analysis and advanced research
  • Develop and maintain an active, productive academic research program including coordination and management of research projects and teams and ongoing development and improvement of the research program to support the Academic Affairs Division in a variety of key endeavors (i.e. grant proposals)
  • Provide input and recommendations to college leadership regarding significant developments and finding in research projects
  • Conduct literature reviews of best practices in community college research, synthesizing information to benefit the research program and develop new research initiatives
  • Manage multiple projects and resolve issues in an appropriate timeframe in response to project deadlines
  • Perform quantitative and qualitative analyses
  • Develop project designs and consult with leadership and faculty to develop analytic/statistical scopes of research for Academic Master Plan, Assessment
  • Assess research project progress, set priorities and troubleshoot any issues arising
  • Develop new research initiatives for undergraduate research projects
(Administrative Analysis)
  • Conducts special projects, including gathering, compiling and analyzing information from varied sources; provides alternatives and makes recommendations on courses of action to improve and enhance administrative and operational processes and functions.
  • Prepares complex reports, manuals, and other documents for special projects, programs and research; gives presentations on findings.
  • Provides assistance and consultation to division management in the enhancement of administrative and operational policies, procedures and practices
  • Coordinate within the division, with other units throughout the college and/or with external partners to implement recommendations
  • Provides consultative service in administrative and operations management to the VPAA and division managers and administrators.
  • Leads administrative staff in studies and special projects, providing technical and functional direction, making work assignments, setting priorities and monitoring progress
  • Confers with the VPAA and division management on administrative and procedural inefficiencies and the development of new and improved methods and systems.
  • Obtains and analyzes facts about current procedures and practices, and develops recommendations and reports of findings.
  • Evaluates work methods and procedures, structures and systems in order to improve productivity and/or implement/change policies and practices.
  • Provides for the training of administrative personnel to ensure full implementation of improvements and the adoption of best practices in operations and administration
  • Develops and revises procedural manuals and other instructional materials to support the maintenance of improvements and enhancements
(Records Management)
  • Develops a work plan for the records management functions of the division and reviews, evaluates, and makes recommendations on work products, methods, procedures, and policies to coordinate and maintain the division's official records management processes, imaging and records systems, and document retention, storage, and retrieval
  • Advises and consults with the VPAA, division management and individual staff to develop required business processes and supporting resources
  • Evaluates department business and individual user's job responsibilities to designs business processes and workflow strategies for the maintenance, access and retrieval of data and documents
  • Develops policies and methods for quality control of the records management system
  • Creates document management workflows for work units or individual administrative staff
  • Develops a comprehensive records retention schedule, including coordination of current records inventory; and creates procedures which reflect legal and business requirements
  • Designs, maintains, and updates storage areas to insure the most effective use of space
  • Oversees the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents
  • Works with and advises administrative staff on the proper procedures for preserving, storing, retrieving, retaining, and disposing of records
  • Establishes procedures for data entry, for data integrity and for indexing, tracking and retrieving records; receives, indexes, enters, stores, retrieves, and disposes of records in keeping with college policies and legal requirements
  • Plans, develops, and administers records management policies designed to facilitate effective and efficient handling of division records and other information
  • Implements standards for filing, protecting, and retrieving records, reports, and other information contained on paper, computer program or other media.
  • Evaluates the division's records and information management, administrative processes and systems in consideration of cost control, recordkeeping requirements, and organizational objectives.
(Executive Assistance)
  • Functions as the executive assistant to the VPAA relieving the VPAA of a variety of administrative details
  • Prepares a variety of complex reports to support high-level decision-making
  • Collects and organizes data and materials required by the VPAA for speaking engagements, appointments and meetings and reviews, summarizes and briefs the VPAA on materials as required
  • Reviews, develops and maintains the filing system for the Office of the VPAA ensuring the efficient cataloging and storing of documentation
  • Develops and implements processes and procedures to ensure the efficient and effective coordination of information, communication and workflow throughout the office
  • Operates a variety of modern office equipment including a PC and specialized hardware, software and applications
  • Collects data from a variety of hard copy and electronic sources and assembles and inputs data into electronic databases, files and systems
  • Develops and implements systems and processes for tracking and coordinating data and information
  • Develops forms and templates to ensure an efficient and systematic approach to tracking, identifying, quality assuring and filing of information
  • Compiles, synthesizes and analyzes a wide variety of complex data to produce and maintain various regular and ad-hoc reports
  • Research and verify information for use in reports and correspondence.
BENEFITS
BCCC offers a competitive benefits package which includes annual, sick, and personal leave, tuition remission benefits at University System of Maryland Institutions for all full time employees, and multiple insurance options.

APPLICATION PROCEDURE
Email entire packet to careers@bccc.edu . All applicants must provide the following information as part of the initial application package in order to receive consideration:
  • Cover letter (including salary history)
  • Resume
  • Completed BCCC Application and EEO Survey - links at http://www.bccc.edu/page/331
  • Unofficial transcripts
Baltimore City Community College is an Equal Employment Opportunity, Affirmative Action Employer. Women, minorities, persons with disabilities, and veterans are encouraged to apply.

If special accommodations are needed, please contact the Human Resources Office at 410-462-8490 or TTY 1-800-735-2258.