Office Manager - President's Office at Northern Essex Community College in Haverhill, Massachusetts

Job Description:

Category:: Administration

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Department:: President's Office - 1002

Locations:: Haverhill, MA

Posted:: Sep 13, 2024

Closes:: Open Until Filled

Type:: Full-time

Ref. No.:: 314189

Position ID:: 181025

Job Description:

POSITION: Full-Time Office Manager - President's Office (Sr. Staff Associate): President's Office; Haverhill Campus; 37.5 hours per week, Monday through Friday, Non-Unit Professional Position

SUMMARY: Reporting to the Chief of Staff (COS), the Office Manager is responsible for organizing and managing the daily internal operations of the President's Office including overseeing the coordination of all planning, scheduling, meetings, correspondence, and reporting for the President, and where needed, COS. Working closely and collaboratively with the COS, this position manages the day-to-day internal operations of the President's Office ensuring efficiency, effectiveness, accessibility, and responsiveness and advises the President on pertinent and strategic operations of the college as an essential duty. Essential duties include special project management support, service to the Board of Trustees and sub-committees, special event assistance, and coordination across elected officials' offices will be critical to the fast-paced nature of the Office.

GENERAL OFFICE OPERATIONS RESPONSIBILITIES:

• Monitors assignments delegated to senior staff and assists in managing timely completion to meet deadlines. In collaboration with the COS, this role supports the coordination and integration of the NECC Leadership Cabinet with the executive-level plans and to ensure integrated internal operations. Additional support for executive boards, including the Board of Trustees, BOT sub-committees, and special project management will be needed for overall office efficiencies.


• Responsible for coordination, communication and tracking of opportunities to ensure NECC presence at important external community events.


• Under the direction of the COS, plans, coordinates, and ensures the President's schedule is complete and prepares materials in advance for meetings, appointments, events, including:


• Organize and manage day-to-day internal operations of the President's Office.


• Prepares and monitors the President's Office budget.


• Schedules and coordinates agenda for Senior Leadership Team and the NECC Leadership Cabinet meetings.


• Attends and takes minutes for the weekly Vice President and Leadership Cabinet meetings. Assists in timely agenda development and organizes and shares minutes in a timely fashion.


• Ensures monthly meetings are scheduled with President's Vice Presidents and designated Leadership Cabinet members.


• Potentially serves to support COS and/or President during Board of Trustee Meetings, ensuring compliance with state law requirements (ex. Open Meeting Law) requirements before, during, and after meetings.


• Reviews and prioritizes incoming documents and requests for information and drafts responses as needed. This includes communications (including potentially confidential communications) between internal and external stakeholders, understanding how to best engage and when, where, and how to best communicate across various needs.


• Working with Project Management software, SharePoint and other MS365 tools, acts as project manager for internal and external event coordination involving students, faculty, staff, executives, community partners, elected officials, etc. Ensure format and logistics are appropriate for the occasion. Also ensuring an appropriate level of formality and communication.


• Drafts, edits, and proofreads letters of correspondence for the CoS and President and produces PowerPoint and/or Excel presentations as requested, with ability to set up presentations alongside IT guidance for in-person, remote, or hybrid meetings.


• Conducts research as requested and provides follow-up information on a variety of subjects, including contacts within elected/government offices, business background, press coordination, and more, in harmony with CoS respecting our various stakeholder offices in various levels of formality.


• Maintains the President's Office budget, monitors spending, and provides quarterly budget reports to the CoS. Processes office purchase orders as requested, with role serving as main lead to follow-up on invoices and sponsorship needs, including tracking of all vendors, monies, and related information so as to coordinate across all executive teams.


• Schedules all domestic and international travel for the President and COS. Define travel itineraries, book airfare, transportation and hotel accommodations as needed.


• Provide appropriate and professional reception for visitors and phone inquiries to the President's office.


• Oversight of Executive Assistant Working Group sharing updates, best practices, process improvement, schedule coordination, etc.


• Fields all inquiries/complaints directed to President's Office and works with COS and/or other relevant departments and staff to address issues.


• Maintains the President's Office files (paper and electronic) consistent with state law requirements (ex. Public Records).


• Other general duties as assigned.

BOARD OF TRUSTEES RESPONSIBILITIES:

• Assists the COS in preparing and distributing monthly Board of Trustees agenda packets for the Board of Trustees. Maintains monthly Board meeting calendars, takes minutes at Board meetings, and drafts motions and summaries as needed for the agenda.


• Serves as President's Office designee to the Board of Trustees, if CoS as needed.

Requirements:

MINIMUM QUALIFICATIONS:

• Associate's degree required with a minimum of 5 years of experience in an executive office environment and/or in an Office Manager role.


• Ability to read, analyze, and interpret common financial reports and confidential documents.


• Ability to think, reason, and make sound judgments on how responsibilities are completed in compliance with college standards from accrediting sources.


• Excellent verbal, written and interpersonal communication skills.


• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint. Banner experience a plus.


• Ability to work well both independently with little to no supervision as well as part of a team.


• Ability to organize and maintain records, reports, and projects.


• Excellent judgment and discretion in handling confidential information.


• Exceptional time management skills.

PREFERRED QUALIFICATIONS:

• Bachelor's degree


• Experience working in a diverse, multicultural environment and experience in higher education practices and procedures.


• Experience with Project Management software.

BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.

Additional Information:

SALARY: Anticipated starting salary range is $83,000.00 - $88,000.00 annually with complete fringe benefit package including competitive health insurance, dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP

Application Instructions:

TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:

• Cover Letter, describing your qualifications and/or how you may be best suited for the role


• Resume/CV

Review of applications will begin 5 business days from the posting date and will continue until the position is filled.

**Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors)

Northern Essex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex 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.

Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery

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