Executive Assistant to the Vice President of Community and Inclusivity – Part Time

Under the general direction of the Vice President for Community and Inclusivity (VPCI), the Executive Assistant to the VPCI assists the VPCI in meeting division goals by providing high-level, administrative and clerical support, often complex and confidential in nature. The Executive Assistant provides overall administrative management and coordination of office and divisional support; assists with project management of special programs; and provides high-quality customer service to internal and external constituents.

Essential Duties include the following.  Other duties may be assigned. 

Direct Administrative Support (100%)

Correspondence/Communication (40%)

• Responds independently to inquiries on behalf of the VPCI or directs inquiries to other staff as needed, prepares responses for the VPCI’s signature;
• Monitors [email protected] email, Smore and Zoom accounts;
• Maintains Community and Inclusivity spreadsheet (with goal of creating a site) that houses training and reference material for faculty and staff;
• Compiles articles, creates layout, and distributes monthly Community & Inclusivity newsletter to faculty, students and staff;
• Compiles articles, creates layout, and distributes fall and spring issues of the Parent & Family Newsletter;
• Assists with drafting meeting materials for the Board of Trustees Student Life Committee, uploads materials to BoardEffect, responds to board member inquiries, and takes minutes for committee meetings;
• Supports the VPCI in implementing division sponsored surveys (e.g., HEDS Diversity and Equity Campus Climate Survey, HEDS Sexual Assault Campus Climate Survey, Great Colleges to Work for Survey, and the Maryland Collaborative Alcohol Survey), coordinating with the Office of Institutional Research regarding distribution;

Training & Programming Support (30%)

• Coordinates division sponsored events - secures room reservations, catering, print, photography, and other services in support of division programming;
• Able to manage logistics for new student conversations (Pillar Talks), including coordination with Peer Mentors and Faculty/Staff co-facilitators, Conference Services, IT, and Dean of Students Office.

Scheduling (20%)

• Assists in maintaining the VPCI’s calendar;
• Reserves rooms and room set-ups for meetings and events through Conference Services.

Budget (10%)

• Purchases supplies for the Office of Community and Inclusivity and sponsored events
• Assists with reconciling VPCI’s monthly credit card statement and receipts

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. 

We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.

Education and/or Experience

Minimum Requirements/Qualifications

Associate’s degree or relevant coursework from a community or four-year college or university; 3-5 years relevant work experience or training or equivalent combination of education and experience. Understanding of higher education institutions is a plus.

The successful applicant must be highly organized and attentive to detail; possess the ability to work with little or no supervision, capable of independent judgment, flexible, tactful, and resilient under pressure; willing to pursue several projects at one time; trustworthiness and discretion are essential.  The qualified candidate must be an effective communicator; must possess good oral and written communication skills.

Competencies

The successful candidate will possess these key competencies in order to successfully meet the expectations for this role:

• Ability to fully embrace the primary principle of student-centeredness that directs all aspects of a small liberal arts college.
• Ability to understand the diverse academic, socioeconomic, cultural, language, ability and backgrounds of college students.
• Ability to demonstrate a high level of diplomacy, sensitivity, and problem-solving.
• Ability to communicate and share and receive information using clear oral, written, and interpersonal communication skills.
• Model and promote the College’s policies and practices on diversity and inclusion and non-Discrimination.
• Demonstrate responsibility for one’s own career path and continuous learning by identifying and applying new skills as needed to perform successfully on the job.
• Demonstrate integrity, accountability, and efficient stewardship of resources in a manner consistent with the College’s policies.
• Value and deliver high quality, professional, responsive and innovative services.
• Collaborate with colleagues in order to achieve results in alignment with the operations and
  mission of Hood College.

Preferred Skills and Characteristics

• Ability to organize resources and establish priorities.
• Ability to develop and implement new strategies and procedures.
• Ability to design presentations, flyers, newsletters and other promotional materials.

Technology Skills

Proficient in MS Office tools (Microsoft Word, Excel, PowerPoint, Forms, and Teams), e-mail and Internet.  Ability to learn new applications quickly including organization-wide information systems and department-specific software applications (Power Campus, Self-Service, BlackBoard, BoardEffect, Canva, and Smore).

Language Skills

Strong oral and written communication skills.  Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone.  Ability to write routine reports and correspondence.

Mathematical Skills

Proficient with statistical and financial concepts.  Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports.  Must be able to draw conclusions from reports and make cost effective decisions regarding programs.

Reasoning Ability

Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is frequently required to stand; walk; use fingers, hands, reach with hands and arms; and talk and hear.  The employee is required to sit. The employee may occasionally be required to stand and lift and move up to twenty-five pounds.  Specific vision abilities required include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

The work environment described here is representative of what an employee will encounter while performing the essential functions of this job. The noise level is usually moderate, and could include interaction with other employees, students, the public, telephones, and other office equipment. 

Compensation

This is a position with an annual starting salary range of $27,000 to $30,000 depending on circumstances including an applicant’s skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits. Learn more about Hood College.

To Apply

We invite qualified candidates to apply online via our electronic application which requires submission of a cover letter, resumé and three professional references.

If you need assistance with the online application process, please email [email protected] or call (301) 696-3592.

Hood College does not discriminate on the basis of sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD. 21701 (AD 308), (301) 696-3123. For complete information on Hood College’s nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/