Executive Secretary to the Vice President, Academic and Student Affairs - Monroe Community College - Military veterans preferred

Monroe Community College

Location: Rochester, NY Category: Support Staff/Civil Service Posted On: Mon Jun 16 2025 Job Description:

Job Function:

This is an important secretarial position involving the performance of confidential and complex secretarial tasks for the Provost and Vice President, Academic and Student Affairs. The Executive Secretary to the Provost/Vice President exercises independent judgment in solving office management problems, acts on behalf of the administrator in accomplishing routine administrative business and types confidential and/or technical materials. The Executive Secretary works under general supervision from the Provost/Vice President and is responsible for referring or responding to inquiries on behalf of the Provost/Vice President. This position may exercise general supervision over one or more clerical/secretarial employees. Completes related work as required.

Responsibilities include:

• Processes necessary paperwork for the hiring process of all divisional employees.
• Types correspondence, reports, minutes, and proceedings of meetings, hearings, conferences and other material.
• Maintains the calendar of the Provost/Vice President, including daily organization and preparation/follow-up for scheduled activities.
• Provides leadership and direction for office workflow.
• Composes and types correspondence and reports dealing with administrative activities.
• Compiles data for inclusion in tentative budget estimates for departmental reports, etc.
• Prepares budget justifications and estimates for office supplies, contractual, and equipment.
• Composes business correspondence and written reports for executive administrative activities and projects.
• Reads and routes supervisor's mail; handles items/inquiries when possible, refers those items that can be delegated.
• Receive, review, and confirm accuracy for all requests for Provost/VP signature.
• Researches background material and data for Provost/VP.
• Proofreads typewritten materials for sense, consistency, and quality as well as for spelling, grammar, and punctuation.
• Prepares agenda and minutes of administrative meetings.
• Makes necessary travel arrangements, securing tickets, reservations, registrations, and preparation of required college travel documents.
• Maintains and establishes confidential files.
• Acts as receptionist for the vice president, greeting and introducing visitors and meeting attendees.
• Transmits administrative directives and policies throughout the division for Provost/VP and the college.
• Administers all aspects of purchasing, from requisitioning through payment.
• Orders office supplies and materials.
• Monitors timesheet reporting and approvals.
• Ability to prioritize workload in accordance with Provost/VP's priorities.

MCC Expectations:

• Adheres to the College Code of Conduct.
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
• Maintains technological competencies utilized by the College.
• Commits to the philosophy of a comprehensive community college.
• Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

Required Qualifications:

• Must currently hold the Monroe County Civil Service title of Executive Secretary to the Vice President at Monroe Community College or be on the current eligible list for this title or meet the minimum requirements for a provisional appointment, if offered:
  • Graduation from high school or possession of an equivalency diploma, PLUS:
    • (A) Six (6) years of paid full-time or its part-time equivalent office secretarial experience, two (2) years of which shall have been at a senior secretarial level; OR,
    • (B) Graduation with a diploma or certificate from a school of business or business institute with a major in Secretarial Science, Word Processing, or related area, plus five (5) years of paid full-time or its part-time equivalent office secretarial experience, two (2) years of which shall have been at a senior secretarial level; OR,
    • (C) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science or related area; or, graduation from a school of business or business institute with an A.O.S. degree in Secretarial Science or related field, plus four (4) years of paid full-time or its part-time equivalent office secretarial experience, two (2) of which shall have been at a senior secretarial level; OR,
    • (D) Any equivalent combination of training and experience as defined by the limits of (A), (B) and (C) above.

NOTE: College level training in fields other than Secretarial Science may be substituted for one (1) year only of the required experience. Senior level shall be defined as those positions in which the individual regularly performs one or more of the following: applies independent judgment and decision making skills to designated tasks, provides lead or direct supervision over other clerical employees, acts on behalf of their supervisor in a variety of circumstances.

• Must be a Monroe County resident.

Preferred Qualifications:

• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently.

Job Type: Full - time

Hours: 8:45 am to 4:45 pm

Salary: $58,090.16 to $74,187.46 per year.

Pay Transparency Disclaimer: The posted salary range represents the full salary scale for this position, which includes all pay steps within the range. The starting salary for all new hires is typically at the entry-level figure, as determined by the step placement of the Collective Bargaining Agreement. Progression through the range occurs over time based on established criteria such as length of service and performance. This range is provided to give applicants an understanding of the potential earnings over the course of a career in this role.

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

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