Executive Associate II

Job Vacancy Announcement

Position Information

Position Title Executive Associate II
Position Type Staff
Department Teaching, Learning, and Student Success
FLSA Non-Exempt
Union/Non Union Non Union
Full Time or Part Time Full Time
Grade 11
Salary Range
Hiring Salary Range $51,851 - $57,036 annually (depending on experience)
Fixed Term/Tenure Track (Faculty Only)
Regular or Temporary Regular
Job Description Summary
Responsible for managing and expediting the workflow for the Vice President, prioritizing work assignments, ensuring timely completion of tasks, and demonstrating advanced proficiency in a variety of software applications in a fast-paced office. Performs highly diversified duties with direct responsibility for effective operation of the office, including preparation of reports and providing a variety of services which support the administrative management of the area.
Minimum Qualifications
EDUCATION AND EXPERIENCE
  • One to two years of college credit (30 credit hours are equivalent to one year) or related certification.
  • Three years of progressive responsible experience, including at least 2 years assisting an executive-level position or serving as an office manager or in a position which involved office management skills.
  • Experience in working with confidential matters in a sensitive and mature manner.
  • Bachelor’s Preferred.
Criteria
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES
  • Manages the office, prioritizes work, and ensures timely completion of tasks, and is responsible for the day-to-day operation of the vice president’s office.
  • Coordinates and monitors work within the vice president’s areas of responsibility to ensure timely submittal of reports and achievement of key project deadlines.
  • Provides administrative support to the vice president to include drafting, writing, and/or coordinating logistical follow-up on matters delegated to staff.
  • Initiates and/or contributes to responses for technical inquiries directed to the vice president, or requiring the vice president’s signature; drafts documents related to customer relations and institutional matters.
  • Serves as administrative liaison between the vice president and staff, disseminating information on college-wide policies, procedures, technology, and related concerns.
  • Expedites workflow in the absence of the vice president. Schedules the daily activities of the vice president.
  • Assists in the preparation of reports to the president and the Board of Trustees.
  • Prepares material related to confidential/legal matters.
  • Reviews, screens, refers, and/or resolves all inquiries/problems including student complaints and concerns.
  • Ensures the proper purchase, operation, maintenance, and repair of office equipment
  • Screens area wide correspondence and forms for accuracy.
  • Assists with the annual evaluation process for administrators, full-time staff, and part-time staff within the vice president’s area of responsibility.
  • Maintains office procedures manual.
  • Participates in appropriate professional development activities and recommends methods to enhance the overall area management.
  • Coordinates division meetings and works on other special projects as directed by the vice president.
  • Maintains and is responsible for office calendar, and scheduling meetings.
  • Schedules and coordinates all Leadership meetings and bimonthly Extended Leadership team meetings, including preparation and dissemination of pertinent material and handouts.
  • Attends and takes minutes for staff meetings and the support staff meetings as required; transcribes meeting minutes into narrative reports; and circulates the minutes via email for all parties involved.
  • Coordinates complex non‑routine meetings on and off campus with various individuals, committees and constituency groups.
  • Maintains liaison with offices within the vice president’s area of responsibility; conducts regular meetings with administrative staff to ensure compliance with relevant policies and procedures.
  • Coordinates and collaborates with the other administrative assistants of the Senior Team to ensure adequate support.
  • Assists the vice president with monitoring the department’s budget lines; Prepares Accounting and Procurement documents; Enters pertinent information into the Colleague Financials system in the form of requisition to process invoices, order supplies, renew periodicals, schedule local or out of state travel, etc.
  • Receives, sorts and categorizes all incoming information and mail to the Office of the Vice President and disseminates it in a timely fashion. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication.
  • Communicates general information from the Office of the Vice President to the TLSS department, including relevant policies and procedures, to the college community.
  • Establishes and maintains alphabetical, subjective and numerical filing systems.
  • Attends college wide meetings, forums and other events on behalf of the department as required.
  • Supervises office student employees as needed.
  • Implements appropriate student success strategies in support of the college’s vision, mission, and strategic plan.
  • Identifies and implements critical customer service standards in support of the college’s vision, mission, and strategic plan.
  • Performs other related duties as assigned by the vice president.

KNOWLEDGE, SKILLS AND ABILITIES
  • Knowledge of modern office practices, procedures and equipment.
  • Demonstrates advanced knowledge of current technology in personal computer. applications/software including a variety of Content Management Systems (e.g. SharePoint), Student Information Systems (e.g. Colleague), as well as, Microsoft Office applications (Word, Excel, PowerPoint, Access, and Outlook).
  • Skilled in taking minutes of meetings, composing and filing correspondence, dealing with the public, both in person and on the telephone, and as a timekeeper.
  • Ability to supervise employees.
  • Ability to multitask.
  • Excellent written and verbal communication, with the ability to interact with executives, faculty, students, and clients.
  • Ability to work independently, maintaining a complex office in the vice president’s absence.
Job Requirements
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.
OTHER REQUIREMENTS
  • Ability to communicate effectively in spoken and written standard English.
  • As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
  • A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.


ACCOMMODATIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Prince George’s Community College provides reasonable accommodations when requested by a qualified applicant or employee with a disability, unless such accommodation causes an undue hardship. Accommodation determinations are made on a case-by-case basis. If reasonable accommodation is needed, please contact the ECT department.
Is Background Check Required? Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus? No
Posting Detail Information

Posting Number PGCC228111/12
Open Date 08/05/2025
Close Date
Open Until Filled Yes
Background Check Statement
Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.
Special Instructions to Applicants
This position offers a comprehensive benefits package, including paid time off, paid holidays, retirement plans, and health and welfare coverage.

Application Status: you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Which of the following best describes the highest level of education you have completed?
    • Master's Degree or higher from an accredited college/university
    • Bachelor's Degree from an accredited college/university
    • Associate's Degree from an accredited college/university
    • One to two years of college credit (30 credit hours is equivalent to one year)
    • Less than 30 credits from an accredited college/university
    • High School Diploma or GED
    • None of the above
  2. * Do you have a minimum of three years of progressive responsible experience, including at least 2 years assisting an executive-level position or serving as an office manager?
    • Yes
    • No
  3. * Do you now or in the future require visa sponsorship to continue working in the United States? As required by the 1986 Immigration Act, candidates must present acceptable documentation showing that they are a U.S. Citizen or a resident authorized to work in the U.S.
    • Yes
    • No
  4. * How did you hear about this employment opportunity?
    • HERC
    • HigherEd Jobs
    • Hispanic Outlook
    • Indeed
    • Personal Referral
    • PGCC Website
    • Social Media (LinkedIn, Twitter, Facebook)
    • The Chronicle of Higher Ed
    • The Washington Post
    • Other: Please indicate below
    • Educause
  5. How did you hear about this employment opportunity? If you selected "Other" please indicate source:

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcripts
  2. Certifications - See Minimum Qualifications for type
  3. Other