Job Listings

Office Manager & Assistant Secretary to the Board of Trustees

Company:
Hood College
Job Location:
Frederick, 21701
Category:
Administrative Assistants
Type:
Full-Time


Description

Working closely with the Executive Assistant to the President and the Director of Conference and Event Services, this position provides critical administrative support to the Hood College Board of Trustees and the President's Office, including oversight of the President's calendar and help in managing and coordinating high-priority campus events, especially Board of Trustees' meetings.

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

  • Office Manager President's Office (70%)
    • Oversees and manages the President's calendar. Schedules rooms, auxiliary services, and special requests as needed. As needed, also works with other senior team members' calendars with regard to high-priority college events and in coordination with the president's calendar. Ensures that all events from multiple college calendars are coordinated and that high-priority events do not have conflicts scheduled against them.
    • Communicates about and supports events that may be of a sensitive, complex and/or confidential nature.
    • As available, assists director of conference and event services in scheduling and managing events in terms of communications and calendar coordination.
    • Manages daily correspondence, telephone calls, and walk-in traffic within the office.
    • Provides welcoming front-line service to Hood's faculty, staff, students, Board of Trustees, alumni, consultants, and external community.
    • Answers telephone calls and receives visitors from faculty, staff, students, and others; responds to all inquiries with a high level of professionalism; follows up as necessary.
    •  Separates, opens, scans (if necessary), and distributes or files mail and responds as required.
    • Monitors email from the president@hood.edu account, drafts responses and redirects email as appropriate.
    • Maintains and monitors budget and purchasing records for President's office.
    • Collects, organizes, codes, processes, and submits all budget & accounts payable items to accounting office.
    • Handles travel arrangements and processes travel reimbursement requests.
  • Board of Trustees (30%)
    • Schedules Board and Committee meetings
    • Uploads meeting materials to Board portal
    • Sets up meeting rooms and ensures meeting materials needed for Board and Committee meetings are ordered in advance of meeting
    • Provides technical and audio visual support during Board of Trustees and Board committee meetings as needed
    • Assists with catering, reserved seating and invitations for Board of Trustees and committee meetings and special events
    • Maintains and updates portal for Board of Trustees and creates reports as directed
    • Maintains and updates the Board of Trustees webpage
    • Supports and assists the Executive Assistant to the President and Secretary of the Board of Trustees in providing administrative and clerical support to the Board of Trustees
  • Work Hours are generally 8:30 a.m. - 5:00 p.m. although some evening and weekend hours are required.

Qualifications

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.

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.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

Minimum Requirements/Qualifications

To perform this job successfully, the qualified individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or experience required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • We seek a candidate who values diversity, equity and inclusion in all that they do.
  • Candidates must have strong organizational skills.
  • Proven ability to work collaboratively across departments and disciplines.
  • Demonstrate excellent interpersonal, oral and written skills.
  • Works independently; adaptable and flexible; able to prioritize and respond effectively to multiple demands.
  • Ability to provide excellent service to all campus constituents.
  • Able to handle sensitive and confidential matters with absolute integrity.

Education 

Bachelor's degree and three years' experience in a professional office, customer service and event management experience preferred, or an equivalent combination of education and experience required.

Technology Skills

Strong proficiency in MS Office tools (Microsoft Word, Excel, and PowerPoint), e-mail and Internet.  Ability to learn new applications quickly including organization-wide information systems and department-specific software applications. 

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. Ability to speak effectively before groups of students, faculty, staff, and other constituencies.

Mathematical Skills

Ability to work with and apply basic mathematical concepts timely and accurately, either manually by using a calculator or a spreadsheet application.  Ability to apply analysis of trends concepts. Ability to use mathematical concepts in developing reports, monitoring expenses, and creating a budget. 

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 hypothesize, draw conclusions, and support conclusions.  Ability to work in theoretical arena and apply logic as appropriate.

To Apply

We invite qualified candidates to apply on-line via our electronic application which requires submission of a cover letter, resume and three professional references.

If you need assistance with the on-line application process, please email humanresources@hood.edu or call (301) 696-3592.

Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States.  EOE/AAP/M/F/Vet/Disability Employer

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 312), (301) 696-3592.  For complete information on Hood College's nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/.



Education



Preferred

Bachelors or better.




Experience



Preferred

3 years:

Three years' experience in a professional office, customer service and event management experience preferred, or an equivalent combination of education and experience required.



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