Northern Essex Community College Hiring for Full-Time Senior Executive Assistant to the CFO/COO at Haverhill, MA Full Time

Category:: Administration
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Department:: Office of the Vice President – 5002
Locations:: Haverhill, MA
Posted:: Sep 26, 2023
Closes:: Open Until Filled
Type:: Full-time
Ref. No.:: 290548
Position ID:: 167967

Job Description:

POSITION: Full-Time Senior Executive Assistant to the CFO/COO: Staff Associate; Administration and Finance; Haverhill Campus; 37.5 hours/week, Non-Unit Professional Position

SUMMARY: The Senior Executive Assistant is a key member of the Administration and Finance (A&F) who manages the daily operations of the office. This includes providing administrative and financial support to the Chief Financial/Chief Operating Officer (CFO/COO) of A&F by performing various administrative and financial management tasks.

RESPONSIBILITES:

Specific duties for this position include, but not limited to:

• Manages the COO/CFO calendar by scheduling meetings, hearings, events and responding to requests from both internal and external sources
• Composing, editing and reviewing correspondence
• Creating presentations
• Scheduling and coordinating A&F wide meetings
• Maintaining the A&F website pages and creating new A&F website content
• Creates, reviews, and maintains effective department filing and record keeping system for contracts, confidential reports, documents, and financial data to ensure completeness and accuracy
• Answering the phone
• Making photocopies, scanning and electronically filing
• Assists the COO/CFO with duties pertinent to running A&F with honesty, integrity and confidentiality
• Assists in the development, coordinates the preparation of financial reports, divisional and college-wide reports and attendance reports
• Provide support to the Director of Auxiliary Services as directed by CFO/COO
• Assists the Director of Auxiliary Services with on campus support services including food services, campus bookstore, vending and beverage and contracted tenants including police academy, sheriff academy, daycare, project search
• Assists with space scheduling process for internal and external requests. Assists with the space and signage needs of the college
• Assists with large campus events including annual staff gatherings and ceremonies
• Schedules, attends and documents meeting minutes for the Board of Trustees Audit and Finance Committee
• Reviews and maintains existing webpages for areas within A&F
• Creates new webpages and content for A&F area where needed
• Composes, reviews and edits correspondence, presentations, documents and school-wide communications pertaining to areas within A&F
• Serves as a liaison between the COO/CFO and reporting departments (Finance, Human Resources, Strategic Planning, Information Technology, Purchasing, Facilities/Maintenance, Safety and Security, Police and Sheriff Training Academies, Auxiliary Services, Athletics) as well as outside agencies such as the Department of Capital Asset Management and Maintenance and the Department of Higher Education
• Represents A&F on committees and working groups as appropriate
• Creates and maintains A&F policies and procedures to ensure a smooth workflow process
• Coordinates weekly staff meetings and other ad-hoc A&F meetings, records minutes, ensures that appropriate follow-up actions are taken
• Reviews and edits confidential reports, documents and public information requests for completeness and accuracy; makes appropriate referrals and follows up as required
• Aides and assists the President’s Office and other areas within A&F when needed
• Collaborates with the President’s Office to develop/maintain materials for the College’s Board of Trustees
• Organizes and works on special projects as assigned
• Will support other Vice Presidents on an as needed basis
• Works with other areas of the college to ensure a spirit of collaboration, civility, and teamwork

Requirements:

MINIMUM QUALIFICATIONS:

• Bachelor’s degree or equivalent of relevant experience and education while currently working towards the completion of a Bachelor’s degree
• Five (5) years of administrative experience with strong written and verbal communication skills
• High level of proficiency in the use of Microsoft Office applications
• Excellent organizational skills with the ability to multi-task, work independently and prioritize work in an environment with multiple and conflicting demands
• Excellent analytical and problem-solving skills, including the ability to anticipate issues that may require immediate action on the part of the COO/CFO
• Outstanding judgement dealing with issues requiring confidentiality
• Strong customer service ethic with the ability to effectively work and communicate with a variety of personalities, skills and levels
• Proven ability to work effectively with diverse student, faculty and staff population

PREFERRED QUALIFICATIONS:

• Demonstrated experience in assisting in the development and coordination of preparing financial reports
• Demonstrated experience setting up and managing filing and record keeping systems
• Experience reviewing and assessing confidential reports, contracts and agreements to ensure completeness and accuracy
• Bilingual (Spanish/English)

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 $65,000 – $70,000 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 setup 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 experience
• 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.

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/ [email protected]), 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