Staff Assistant - President's Office
Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.
The Staff Assistant is responsible for managing the administrative functions and services of the President's Office. Duties and responsibilities are varied, confidential in nature, and often times require independent judgment. Work involves knowledge of the College policies and procedures; communicating effectively within a timely manner with a wide variety of constituents; purchasing, budget support and record-keeping; calendar and travel management; and meeting and event coordination. Often the first to greet any individual visiting Holyoke Community College, this position is highly visible and therefore expected to have a passion for and commitment to the college’s mission, vision, and values.
Calendar and Travel Management:
- Manage the President’s calendar and oversee all aspects of the President’s schedule; monitor internal and external meetings/appointments; schedule rooms, send invitations, track responses, coordinate teleconferences, arrange for catering services; confirm scheduled meetings/appointments; track necessary meeting materials.
- Prioritize inquiries and requests in managing the President’s calendar, troubleshooting conflicts and following through on projects within deadlines.
- Establish and execute all aspects of the President's professional travel itineraries and logistics; make travel arrangements, including hotel reservations, ground transportation, and airline reservations; ensure confirmations and security arrangements are completed.
- Collaboratively manage and serve as a liaison between the President’s office and other relevant departments, as necessary to allow for maximum information flow and efficiency.
Support for the Board of Trustees:
- Provide administrative support to the Board of Trustees by consistently preparing and formatting meeting materials for clarity and professionalism and compiling comprehensive board books for distribution using OnBoard software. Attend monthly Board of Trustees meetings and committee meetings – coordinating logistics, taking minutes, tracking attendance, and providing necessary follow-up.
Office Reception and Professional Interaction:
- Serve as the main point of contact for the President’s Office, providing a welcoming atmosphere in the President’s suite, greeting visitors and callers warmly and professionally, in alignment with the college’s values, and helping to maintain a positive and professional office environment.
- Identify, define, and assess action required by the President’s Office, in consultation with the Senior Executive Assistant to the President, but oftentimes independently.
- Promote cooperative and supportive relationships with a broad range of groups and individuals, including: trustees, foundation board members, senior administration, faculty, staff, students, alumni, elected officials, donors, and visitors.
- Order and inventory office supplies.
Event Coordination:
- Coordinate with other campus departments, prepare guest lists, invitations, track responses, contact caterers, and reserve facilities for events.
- Manage and execute preparations for campus events hosted by the President’s Office.
- Follow up with department requests for president’s participation in College and outside events.
General office responsibilities include, but are not limited to:
- Manage the budget and expenses of the President, initiating and facilitating requests for payment processing, expense reports, travel reimbursements, and credit card reconciliations; maintain pro-card records for the President and ensure that accounts are properly coded.
- Manage incoming and outgoing mail and correspondence, redirect as appropriate, and handle sensitive and confidential correspondence.
- Prepare and/or draft reports, correspondence, memoranda, agendas, presentations, minutes, and meeting notes in consultation with the Senior Executive Assistant to the President and ensure timely follow-up.
- Maintain the President’s Office files, including both digital and physical records; ensure proper storage and retrieval of archival documents and records; and ensure confidentiality of all records, files, and information, using discretion in matters of a sensitive nature.
- Conduct basic research to support office functions.
- Prepare and execute letters and mail merges for President mailings, both print and electronic.
- Participate in meetings and professional development activities, attend workshops and training sessions as required.
- Perform other duties and special projects as assigned.
REQUIRED:
- Associates degree;
- Minimum of 4 years’ experience in supporting a chief executive or senior leader;
- Superior Organizational Skills: Effectively organize and prioritize work to meet deadlines, managing multiple tasks in a dynamic environment;
- Technical Proficiency: Work proficiently with Microsoft Suite, Google software, Zoom, and other platforms for document preparation, data management, and communication;
- Confidentiality: Handle confidential and sensitive information with discretion, maintaining the confidentiality of files and information;
- Communication Proficiency: Communicate clearly and effectively in writing and verbally, with excellent grammar, spelling, and business writing skills;
- Interpersonal Skills: Demonstrate personal integrity and interact successfully with diverse groups, including trustees, faculty, staff, students, and other stakeholders;
- Research and Analysis: Locate, gather, synthesize, and interpret information, integrating new knowledge from various sources;
- Teamwork and Independence: Ability to work collaboratively in a team environment and independently without continuous supervision;
- Professionalism: Project a professional and polished image in representing the College, demonstrating a positive attitude and strong work ethic;
- Adaptability: Reliable in handling report materials and adapting to changes in a dynamic work environment;
- Attention to Detail: Proofread, read, and write legibly, following written and oral instructions accurately;
- Event Flexibility: Willingness to work some evenings and weekends as required for events and special projects.
PREFERRED:
- Bachelor’s degree;
- Experience supporting high-level volunteers or board members;
- Experience working in higher education;
- Bilingual (Spanish).
Full-time, Non-Unit Professional position
Salary Range: $66,145.96 - $70,193.93/year; plus a comprehensive State benefits package
Hours: 37.5 hrs./week
Funding Source: State- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
- Pre-Employment Background check, including Criminal History will be conducted for all positions.
Holyoke 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 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 statutes 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 and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.
