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 in meeting division goals by providing high-level, administrative and clerical support, often complex and confidential in nature. The role provides overall administrative management and coordination of office and divisional support, assists with project management of special programs, and delivers high-quality customer service to internal and external constituents.

Responsibilities

• Direct Administrative Support
  • Correspondence/Communication (40%)
    • Respond independently to inquiries on behalf of the VPCI or direct inquiries to other staff as needed; prepare responses for the VPCI’s signature.
    • Monitor communityandinclusivity@hood.edu email, Smore, and Zoom accounts.
    • Maintain Community and Inclusivity spreadsheet (with goal of creating a site) that houses training and reference material for faculty and staff.
    • Compile articles, create layout, and distribute monthly Community & Inclusivity newsletter to faculty, students, and staff.
    • Compile articles, create layout, and distribute fall and spring issues of the Parent & Family Newsletter.
    • Assist with drafting meeting materials for the Board of Trustees Student Life Committee, upload materials to BoardEffect, respond to board member inquiries, and take minutes for committee meetings.
    • Support 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%)
    • Coordinate division-sponsored events: secure room reservations, catering, print, photography, and other services in support of division programming.
    • Manage logistics for new student conversations (Pillar Talks), including coordination with Peer Mentors, Faculty/Staff co-facilitators, Conference Services, IT, and the Dean of Students Office.
  • Scheduling (20%)
    • Assist in maintaining the VPCI’s calendar.
    • Reserve rooms and room set-ups for meetings and events through Conference Services.
  • Budget (10%)
    • Purchase supplies for the Office of Community and Inclusivity and sponsored events.
    • Assist with reconciling the VPCI’s monthly credit card statement and receipts.

Requirements

• 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.
• Highly organized and attentive to detail; ability to work with little or no supervision, capable of independent judgment, flexible, tactful, and resilient under pressure.
• Ability to pursue several projects simultaneously; trustworthiness and discretion are essential.
• Effective communicator with strong oral and written communication skills.

Skills

• Proficient in MS Office tools (Microsoft Word, Excel, PowerPoint, Forms, and Teams), email, and Internet.
• Ability to learn new applications quickly, including organization-wide information systems and department-specific software (Power Campus, Self-Service, BlackBoard, BoardEffect, Canva, and Smore).
• Strong oral and written communication skills; ability to provide information and respond positively to questions from internal and external customers.
• Proficient with statistical and financial concepts; ability to apply them to tracking, projections, goal setting, and interpreting reports.
• Ability to solve practical problems and deal with variables in situations with limited standardization.
• Ability to interpret instructions in written, oral, diagram, or schedule form.
• Ability to work independently and collaboratively in developing and executing project plans.
• Ability to organize resources, establish priorities, develop and implement new strategies and procedures.
• Ability to design presentations, flyers, newsletters, and other promotional materials.

Competencies

• Ability to fully embrace the principle of student-centeredness in a small liberal arts college.
• Understanding of diverse academic, socioeconomic, cultural, language, and ability backgrounds of college students.
• High level of diplomacy, sensitivity, and problem-solving.
• Model and promote the College’s policies and practices on diversity, inclusion, and non-discrimination.
• Demonstrate responsibility for career path and continuous learning by identifying and applying new skills as needed.
• Demonstrate integrity, accountability, and efficient stewardship of resources consistent with College policies.
• Value and deliver high-quality, professional, responsive, and innovative services.
• Collaborate with colleagues to achieve results aligned with the operations and mission of Hood College.

Physical Demands

• Frequently required to stand, walk, use fingers and hands, reach with hands and arms, talk, and hear.
• Required to sit for extended periods.
• May occasionally 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 noise level is usually moderate, involving interaction with employees, students, the public, telephones, and other office equipment.

Pay

Annual starting salary range of $26,100 to $29,000, depending on skills, qualifications, degrees, certifications, prior job experience, training, and other relevant factors.

Benefits

• Medical, dental, and vision coverage.
• Retirement benefits.
• Paid time off.
• Tuition benefits.