Executive Administrative Assistant Salary in Rochester, NY

Monroe Community College Location: Rochester, NY Category: Grant Positions Posted On: Thu Mar 28 2024 Job Description: Job Function:The Executive Assistant/Secretary to the Board/Office Manager is responsible for representing the MCC Foundation at the highest caliber in dealing with internal and external constituents and stakeholders and in all duties as assigned. The successful candidate will provide administrative support to the office of the Executive Director, act as Secretary to the Board of Directors and serve as Office Manager of the Monroe Community College Foundation, the fundraising arm of Monroe Community College. Reporting to the Executive Director of the Foundation, the Executive Assistant/Secretary to the Board/Office Manager serves as a member of the support staff and will join a dynamic team that works to enhance private philanthropic support for MCC.*This is a full-time, temporary opportunity that may be renewed annually. This position is eligible for paid time off and benefits. Primary Functions:Executive OfficeSupport and maintain the vision, mission, priorities and guiding principles of Monroe Community College Foundation.Responsible for ensuring efficient day-to-day activities and work flow within executive office.Manage the time and calendar of the Executive Director. Prioritize and balance scheduling demands and needs; monitor adherence to deadlines; considerable scheduling and calendaring including Zoom meetings.Coordinate travel plans, itineraries and accommodations for executive director; create requests for reimbursement for Executive Director.Obtains and organizes relevant background information for meetings, appointments and telephone calls.Draft business correspondence and develop formats for a variety of written materials; respond promptly to inquiries in writing.Reads and organizes Executive Director's mail; handles items/inquiries when possible, refers those items that can be delegated.Transmits administrative directives and policies to staff.Maintains and establishes confidential files and general office files.Acts as receptionist for Executive Director, greeting and introducing visitors and meeting attendees.Organize and work on projects and special activities.Arrange meetings, retreats, and training sessions including scheduling of venue, meeting logistics and all written and electronic communications.Assist in proofreading Foundation correspondence, newsletters, reports, and minutes for accuracy, consistency, spelling, grammar, and punctuation.Serve as final approval on all Foundation communiques which include listings of Board, Staff and/or Foundation Council members.Act as administrator for BoardPaq portal including membership, usage for full Board and committee meetings, as a repository for MCCF documents and system for tracking engagement and compliance, and as a resource to staff and volunteers.Coordinates materials for Board of Trustees meetings on behalf of the MCC Foundation.Coordination of smaller stewardship events.Represent the Executive Director at meetings as required. MCC Foundation BoardPlan and execute all details of board including staff prep meetings, logistics, catering, speaking points, A/V, PPT slides, parking, meeting materials and handouts.Assist in the creation of Board and Executive Committee meeting speaking points and overall presentation deck for the Foundation.Prepare, organize and disseminate communications such as meeting notices, agendas, minutes and reports for distribution via paper and/or electronic means.Maintain accurate records related to Board and Foundation Council membership; manage communication of changes as needed.Disseminate regular and special communications to the Board and Foundation Council.Plan and execute all details of annual Board summer picnic.Coordinate/update documents for Executive Committee and act as administrative support for that committee.Coordinate/update documents for Board Governance Committee and act as administrative support for that committee.Office ManagerRespond to and resolve day-to-day problems that arise; consult with appropriate staff in resolving job-related problems.Oversee office policies and procedures.Review, evaluate and recommend revisions in job methods to improve work flow, simplify procedures or effect operating cost reductions.Conduct support staff meetings as required.Oversee and manage storage and workspace areas; supervise storage and distribution of office supplies.Hire, supervise, create and distribute schedule and maintain timekeeping records for student aide(s).Approve and track vacation requests ensuring appropriate support staff office coverage is maintained.Serve as department timekeeper for handling online timesheets; verify accuracy of hours worked and leave taken, following up with staff/supervisors as needed. Send reviewed timesheets to Executive Director for final approval.Process vouchers and purchase orders including the review of monthly statements and submission for payment.Maintain petty cash fund.Supervise storage and distribution of office supplies.Oversee new hire and termination procedures; manage and conduct orientations with professional and support staff.Maintain personnel files.Supervise the maintenance of departmental filing and records retention systems.Develop and oversee computerized filing system.Redistribute general office duties as needed to support staff.Train subordinate staff in the use of computers and other office equipment.Oversee and ensure that malfunctioning office equipment is repaired in a timely manner; assist in recommending computer system upgrades, changes, and improvements.Evaluate use of office space and make recommendations for use of space, location and relocation of offices.Arranges physical movements of staff, furniture, and functions necessary to ensure operational flow during office/file moves.On behalf of MCC Foundation, responsible for ordering flowers, etc. for Board members, office staff, etc.Maintains MCC Foundation's various lists including emergency communications tree; birthdays, phone lists, distribution lists, etc.Perform other duties as assigned.Secondary Functions:Assist at special events as needed.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. Job Requirements:Required Qualifications:Earned AAS degree in Secretarial Science from an accredited institution and minimum three (3) years' experience administrative/executive secretarial working in corporate or office environment.Thorough knowledge of office terminology, practices and methods.Excellent verbal and written communication skills, strong proofreading skills.Ability to prepare correspondence and narrative and/or tabular reports.Ability to take and transcribe minutes.Excellent time management skills.Highly proficient in the following computer applications: Microsoft Word, Excel, PowerPoint and Outlook.Ability to comprehend and apply departmental rules and regulations.Flexibility in dealing with interruptions, change in priorities, and deadlines.Detail-oriented, energetic self-starter with a positive and enthusiastic outlook.Vision to plan ahead, take initiative and set and adhere to deadlines.Ability to multi-task and to work collaboratively with others in a fast-paced environment.Ability to work with a diverse audience of alumni and donors.Possess tact and integrity.Preferred Qualifications:Supervisory experience.Work experience in higher education and/or advancement operations.Serve as NYS Notary Public.Bilingual and able to read, write, and speak Spanish, or other languages, proficiently Additional Information:Job Type: Full-TimeHours: Monday - Friday 8:45am to 4:45pmSalary: $56,398.21 per yearWorking Environment:The MCC Foundation is located at MCC's Downtown Campus, 321 State Street, Rochester, New York.This position is mobile within the Rochester region and requires reliable personal transportation.This position functions primarily during normal business hours, with occasional evening and weekend activities.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.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. Notice Non-DiscriminationAnnual Campus Security & Fire Safety Report PI238755938

Job Title: Student Front Desk Assistant-UMR Location: Rochester Regular/Temporary: Regular Full/Part Time: Part-Time Job ID: 360511 About the Job The University of Minnesota Rochester employs several students to manage various welcome desks throughout campus. Desk Assistants develop important skills such as communication, teamwork, customer service, leadership, and office administration. These skills are developed through responsibilities such as: answering phone callsgreeting guests in-personlearning and sharing resources with visitors (customer service)supporting UMR staff with a variety of office organization tasks This centralized Desk Assistant application applies to 5 departments: Residential Life Admissions UMR Library[Work Study required]Chancellor's Office [Work Study required]Student Services (Student Success, Engagement, and Equity & OneStop Services) [Work Study required]Additional specific Desk Assistant tasks and responsibilities for each area can be found below. Applicants can select as many areas that they wish their application to be considered. Area Specific Tasks & Responsibilities Residential Life | Desk Assistants are an extension of the Residential Life team, as the first point of contact for residents and guests in the residence halls. Residential Life has two front desks - one in the Student Life Center and the second in 318 Commons. Approximately 16 Desk Assistants are hired to work for Residential Life.Log and distribute packagesCheck out equipment and suppliesAssist with lockoutsAnswer residents' questionsRespond to in-hall incidents and emergenciesAssist the Assistant Community Life Director & Director of Residential Life with various tasks and projectsNote: This position includes work every other weekend and possible late evening hours.Admissions | Desk Assistant in Admissions will greet visitors to UMR and assist Admissions staff in daily office management tasks.First point of contact for daily tours of prospective students & their familiesAnswering phone/transfer calls & greeting guests Packing & mailing admitted student packets Scanning/copying/printing/organizing sensitive documents Updating welcome screens & getting materials ready for daily campus tours Maintaining cleanliness & organization of the Admissions lobby areaUMR Library | Desk Assistants in the Libraries will help maintain library services and property, and support guests utilizing the space.Assist patrons with basic technology issuesPickup and deliver materials to the Rochester Public LibraryAssist patrons in locating books or other materialsAlert the librarian when supplies need to be reorderedKeep the library in good orderAssist the librarian as needed Chancellor's Office | This position has been created for the purpose of assisting the Chancellor's Executive Assistant; the Business Office Manager; the Facilities & Operations Director; the Director of Employee Engagement, Development and Wellbeing and the Vice Chancellor for Finance and Campus Resources as well as Campus Resources Staff.Receptionist for Chancellor's Office - meet, greet, direct, answer phones.General office duties such as running errands, making copies, scanning, faxing, routing mail, filing, and shredding. Must be comfortable with the responsibilities in handling confidential materials. You will be required to attend a 30-minute FERPA training session. You may be asked to help re-organize rooms (moving tables and chairs) and support events on campus. There is some lifting involved with this position.Assist with monthly reconciliation of travel documents and procurement cards.Create Microsoft Excel (or Google) spreadsheets as directed.Proofreading and other duties as assigned.Student Services | The Student Services Desk Assistant position welcomes and connects UMR students and guests with SSEE/OneStop staff, and is responsible for various office tasks that support Student Life at UMR.Checking in guests and connecting them with SSEE/OneStop staffScanning/copying/printing/organizing sensitive documentsCreating documents (google docs/sheets) and flyers for various SSEE eventsSending emails and communication support for coach classes, UMR student newsletter, and other areas of student support.Assist in creating displays or other methods of supporting student programming on campus.Maintain cleanliness and organization of the SSEE/OneStop check-in area. Number of Openings: Variable upon area. Start Date: September 3, 2024(employment contract may be renewed annually) Work Schedule: Arranged by supervisor. 4-7 hours a week is common. Qualifications Qualifications: Applicants must be enrolled, full-time, UMR students. Work Study is required for the Library, Chancellor's and Student Services positions. Applicants must live on campus for the Residential Life position.Qualifications: Applicants must be enrolled, full-time, UMR students.Work Study is required for the Library, Chancellor's and Student Services positions.Applicants must live on campus for the Residential Life position. Relevant skills and abilities include: customer service, clerical, computers and word processing programs, Google-based applications, active listening, communication, service orientation, critical thinking, reading/written comprehension, oral expression, creativity, organizational skills and time management. Applicants who are responsible, motivated, and who take initiative will be considered highly.How To Apply Application & Hiring Timeline:Please complete an application using the link below. Log in using your UMR account (you may need to log out of any personal gmail accounts first). To apply for one or more of these positions, complete the 2024 UMR Desk Assistant Application and submit your video response to the interview questions by Sunday, May 12, 2024. Interviews will be conducted by Asynchronous Video Interviews. Please record your responses to the interview questions and submit your video in the Application. Interview QuestionsTips for video interviews Applications will be reviewed in May for current students and July for first-year applicants. If staff have any follow-up questions, you will be contacted via your UMR email. For any questions or concerns regarding your application, please contact [email protected] Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-UOHR (8647).Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.About the U of M The University of Minnesota Rochester (UMR)The University of Minnesota Rochester (UMR) offers distinctive health sciences education to prepare students for a broad spectrum of current and emerging careers, ranging from patient care to pure and applied research. Serving more than 750 students in the heart of downtown Rochester, UMR is "recoding the DNA of learning" through individualized experience, personal growth, community engagement, and an integrated health sciences curriculum for tomorrow's health professionals.