Executive Assistant to the Chief Information Officer

at  Cecil College

ABOUT US:

Founded in 1968 to meet the post-secondary and continuing education needs of Cecil County residents, Cecil College has been serving the community and shaping its future for more than 50 years. The College is governed by a Board of Trustees appointed by the governor. The College’s fifth president, Dr. Mary Way Bolt, reports directly to the Board of Trustees.
Cecil College is centrally located in Maryland’s most northeastern county, just one half mile from Interstate 95. It is easily accessible from Philadelphia and Baltimore, as well as from Wilmington, Delaware.
With a diverse student population, Cecil College enrolls approximately 2,500 credit students and 3,400 non-credit students. Cecil offers associate degrees, certificate programs and non-credit classes. Cecil offers a variety of associate degree and certificate programs.
Through its open admissions policy, Cecil College provides learning opportunities for all who have the desire and ability to benefit from its courses and programs, regardless of age, gender, ethnic origin, sexual orientation, disability, or socioeconomic status.
Employees of Cecil College, including instructors for online and virtual courses, must be residents of Maryland or the contiguous states of Delaware, Pennsylvania, Virginia, West Virginia, or the District of Columbia.
Applicants must be currently authorized to work in the US, as the College does not offer Visa sponsorships.

JOB SUMMARY:

This position provides primary administrative and project support to the Chief Information Officer. The Executive Assistant will continuously monitor all budgets within the division and provide weekly updates to the CIO. Responsibilities also include maintenance of digital filing systems, serving as a liaison between internal and external constituencies; preparing written correspondence; and researching and preparing materials for reports and presentations. Additionally, the Executive Assistant will be required to prepare and maintain confidential files.

REQUIREMENTS:

Education: Associate’s Degree in a related field. Bachelors preferred.
Experience: Minimum of three years’ experience in an administrative position.
Skills/Training: Technical skills and extensive knowledge of the Microsoft 365 suite, including Excel, Outlook, Teams and SharePoint. Excellent written, oral, & interpersonal communication skills. Project management experience with organizational and decision-making skills. Detail oriented team player with creative ideas. Enthusiasm combined with the initiative to manage projects with minimal supervision.
Proficiencies: Demonstrated abilities to coordinate multiple schedules, assess priorities, and meet deadlines, and proficiency in problem-solving. Must also demonstrate a high level of confidentiality and discretion.
Scheduling: Monday – Friday; 8am to 4:30pm. This position is not overtime eligible. Varied work schedule during critical periods sometimes requiring evening, Saturday, and Sunday work hours. Due to the need of interaction with students, employees, and the college community this position requires in-person presence. This position is eligible for telework per the Telework Policy.
Physical Demands: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.
Work Environment: Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.

• Maintain budget data for the departments within the division of Information Technology.
• Assist in the preparation, review, and processing of contracts and agreements with third-party vendors. Initiate budget transfers as directed.
• Maintain digital records of current vendor agreements and support the CIO in identifying any required amendments or updates.
• Track contract renewal timelines, notify stakeholders of upcoming renewals, and facilitate timely renewals or terminations as needed.
• Ensure adherence to compliance requirements by coordinating with internal teams and vendors.
• Maintain up-to-date records of all contracts, service agreements, and other relevant documentation.
• Organize documentation to facilitate easy access and reference for the IT team and related departments.
• Assist with tracking IT departmental budget and expenses, monitoring allocated funds, and reporting discrepancies.
• Work with finance and procurement teams to reconcile invoices, purchase orders, and other expenditures.
• Provide administrative support for special projects, such as vendor evaluations, technology upgrades, and compliance initiatives.
• Manage project timelines, track deliverables, and coordinate with stakeholders as needed to support project success.
• Manage CIO’s calendar, schedule meetings, and assist with internal communications.
• Prepare reports, presentations, and other documentation for the CIO and IT leadership team.
• Manage and utilize budget lines designated for the hiring of part-time personnel within division. This duty also includes maintaining confidential files on each person and completing contracts in a timely fashion.
• Gather information and compile reports to assist in the preparation of the annual budget request for the division and ensure that requests are aligned with the college’s strategic priorities.
• Gather and compile data from each department within the division on a yearly basis to update key performance objectives and Maryland Higher Education Commission reports.
• Maintain divisional COOP Plans and process requests to ensure that content is routinely refreshed.
• Maintain institutional documents and files related to Middle States Commission on Higher Education self-study, interim reports, and periodic review. Assist CIO to ensure documentation is appropriately current and fulfills standards of compliance.
• Assemble all materials and compile supporting documentation for the CIO in preparation of various college and divisional reports, and policy review/development.
• Utilize the College’s ERP and data dashboards to provide CIO with institutional data and reports as requested.
• Produce and maintain files as required for the CIO, including creation of files and supporting materials for special projects.
• Manage multiple projects and work closely with the CIO to ensure successful completion.
• Assemble all confidential evaluations in preparation for the Vice President’s review and approval. Maintain personnel files for full-time and part-time staff for the CIO in preparation of annual evaluations.
• Serve on ad hoc committees as requested and appointed by the CIO.
• Prioritize and schedule all recurring meetings for the division. Provide instruction to coworkers on the process of scheduling one-time meetings.
• Provide general duties to the CIO such as recording, transcribing, and distributing minutes of staff meetings; purchasing of supplies; renewal of subscriptions and memberships; scheduling of appointments; prioritizing and answering phone calls and routine correspondence; preparing correspondence and necessary forms used by the office; composing or transcribing documents from rough draft, and arranging travel.
• Other duties as assigned.