Executive Operations Coordinator
Location
Manhattan, KS | United States
Job description
Company: Manhattan Area Technical College
Title: Executive Operations Coordinator
Job Classification: Exempt, Salaried, Full-Time
Work Schedule: Hours of Operation, Occasional Evening/Weekend events, BOD Meeting
Reporting Relationship: President/CEO
Compensation: Pay Grade: 10 ($40,562 - $65,913)*
Location: Manhattan Campuses
*Please note: the minimum salary for this position is $40,562 per year. Median salary is $53,238. Actual salary will be determined based on the candidate’s experience and education. The range indicated includes both typical hiring range and future progression. Accountabilities Summary: The Executive Operations Coordinator role entails multifaceted areas of responsibility for ensuring effective board administration, leadership correspondence, financial assurance, personnel support, and college prosperity and outreach efforts. This position fosters effective collaboration across executive and operational departments of the college, and works within the scope of MATC’s policies, statutory requirements, and best practice to achieve positive outcomes and desired institutional goals.
Primary Responsibilities: Board of Directors Administration: - Serves as administrator to the Board of Directors, organizing and coordinating recurring or ad hoc meetings and retreats.
- Transcribes and maintains meeting agendas, minutes, and materials.
- Informs and updates board members on important college events and meetings.
- Prepares board packets timely and ensures compliance with relevant policies, state and local regulations (i.e. Kansas Open Meeting Act, Kansas Open Records Act, Roberts Rules of Order, etc.), maintaining strict confidentiality and confidence.
Executive Aide to the President: - Strategically manages the President’s office and schedule to ensure efficiency and effectiveness of engagement.
- Completes a variety of administrative and technical tasks for the President, including managing and coordinating appointments and memberships, and providing correspondence of events and meetings.
- Acts as a representative of the executive office and bridge for smooth communication and coordination between the President and other departments and personnel via phone, electronic/virtual, or in-person communications.
- Prioritizes, and follows up promptly on issues and concerns addressed to the President and executive leadership, including received formal grievances and/or important confidential or operational matters; practices good judgement in determining immediate appropriate referrals or responses and provides regular necessary updates to executive leadership.
- Effectively Monitors administration-specific budgets and coordinates with the Business Office to ensure that all assets, materials, supplies, etc., are properly requested, managed, and recorded per office policy and procedures.
- In coordination with Administration, review and evaluate current policies and procedures to ensure they are aligned with the College’s mission and values.
- Plans, organizes, coordinates, and participates in meetings, events, and activities as needed.
Financial and Personnel Supports: - Manages the college credit card, ensuring its security and availability to permitted personnel, while maintaining diligent record of transactions and receipts in adherence to applicable policies and regulations.
- Supports Welcome Center personnel as primary back-up during breaks, events, meetings, leave time, and other pertinent activities.
- Receives and disseminates daily interoffice mail, promptly and accurately to ensure it reaches the intended recipients in a timely manner.
- Completes out-of-office errands as needed including bank deposits and deliveries, vehicle registrations, transporting provisions for meetings and events, retrieving new hire materials, and other necessary errands to ensure efficient and timely upkeep of operational expectations.
- Support HR in recruitment and hiring of new personnel by managing position descriptions, posting job openings, scheduling interviews, developing screening documents, conducting background checks, and preparing new hire paperwork for approval, whilst adhering to college policies and legal requirements for hiring.
- Assist in the general new hire orientation process by developing and maintaining orientation packets/materials and scheduling appointments as needed with new hires and college personnel.
- Coordinates with academic deans on the creation of annual academic schedules, facilitates and supports academic and institutional assessment procedures, and assists with in-service/campus events, etc.
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- Coordinates with the Chief Information and Security Officer regarding inclement weather actions as determined by the President or their designee.
- Performs other duties as assigned.
College Foundation and Outreach: - In support of the executive administration, assist the Dean of Academic Partnerships and Outreach, and Director of Manhattan Tech Foundation Board through various clerical, data imputing and processing, planning of events, and activities associated with MATC’s Foundation.
- Facilitates a team in college specific public events that support, promote, and celebrate the college with community members and its constituents.
Qualifications: - Associate’s degree required; focus in business, administrative support preferred.
- 2 years of office administrative support experience; 4 years and/or experience within an educational setting preferred.
- Experience in and knowledge of board administration and meeting procedures (eg. Robert’s Rules of Order), familiarity with The Kansas Sunshine Laws (KOMA/KORA) preferred.
- Experience as Notary Public preferred.
- Strong computer and word processing skills, proficient in Word, Excel, Adobe, PowerPoint, Outlook, Internet, Database management. Ability to learn new technologies with competence in websites and other technology.
- Ability to communicate clearly and present oneself professionally through verbal, nonverbal (demeanor, dress, attitude), and written skills.
- Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.
- Ability to work independently, as well as in a team environment.
- Strong organization and time management skills.
Physical Demands: - Ability to sit for extended periods of time.
- Ability to lift and move supplies up to twenty-five (25) lbs.
- Ability to effectively communicate verbally, in writing, via computer, and over the phone.
- Effective typing and transcription skills for necessary meetings and communications.
- Ability to work occasional early mornings, evenings, and weekends as needed and attend events as required.
Work Environment: - Professional and deadline-oriented environment in an office setting.
- Interaction with students, staff and guests.
To apply, visit: MATC Career Page
NOTICE OF SPECIAL POSITION OF EMPLOYMENT REQUIREMENTS 1. This position description is not designed to cover or contain a comprehensive list of all duties and results to be performed in this position. Duties and Performance standards may be added, subtracted, and/or changed by your supervisor at any time due to changes in department or institutional requirements.
2. Unless exempt due to employment contract signed by the President, all employees of Manhattan Tech are to be considered as an “at-will” employee.
3. All employees of Manhattan Tech are considered “responsible employees” pertaining to Title IX regulations concerning both prevention and reporting of sexual assault or harassment situations. As such, all employees must communicate with the Title IX Coordinator if they witness or hear about sexual assault or harassment situations.
4. Manhattan Tech is an equal opportunity employer and complies with EEOC and ADA employment requirements. Manhattan Tech grants equal opportunity to all qualified persons without unlawful discrimination based on race, color, gender, age, national origin, ancestry, ethnicity, disability, sexual orientation, religion or veteran status.
5. All ‘offers of employment” are subject to criminal background check prior to employment.
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