Position Summary
Provides support for the Executive in charge of Student Development & Leadership Division of Student Life & Engagement, including representing the Department(s) to internal and external stakeholders. This position deals with highly sensitive and confidential information, requiring discernment in dealings with these stakeholders. This position is responsible for ensuring operational policies and procedures are followed and accurate records are kept.
Basic Function:
The successful candidate will provide executive support to the Assistant Vice President for Student Development & Leadership as well as general administrative support for the division in order to keep the Executive informed.
The person in this position should exemplify the Division’s quality standards and exhibit behaviors that are respectful, responsive and resourceful. All programs under the auspices of this position are designed to respond to the needs of students and the campus community in ways that are aligned with the university’s core values of quality, inclusiveness and connectivity.
Characteristic Duties and Responsibilities
- Maintains Executive calendar to ensure time is effectively scheduled for appointments and meetings; arranges travel; completes work with frequent interruptions; handles diverse and multiple tasks and details; prioritizes work
- Sorts, reviews, and directs Executives mail, including drafting responses and maintaining logs;
- Will use sound judgment while maintaining strict confidentiality; gathers, screens, and relays sensitive information received from University executives, staff members, and external constituents;
- Reviews, interprets, and summarizes materials in order to keep Executive informed of pertinent events and information;
- Monitors the fiscal operations of the functional area of an AVP in order to ensure that procedures and policies are followed;
- Reconciles the departmental budget in order to keep the Executive informed of expenditures; maintains records for departmental accounts, reconciles monthly fund ledgers, and produces timely budget reports;
- Composes drafts and edits documents and correspondence using word processing, database management, and spreadsheets;
- Assists with project development and monitors, analyzes, and reconciles related records;
- Conducts research on assigned projects and the development of new projects;
- Other duties as assigned
Communications/Interpersonal Relationships/Interactions with:
- Supervising Executive - in order to receive assignments, coordinate schedules and exchange information.
- University Administrators and Professionals - in order to schedule appointments and meetings and to relay messages.
- Faculty/Staff - in order to arrange appointments and meetings and to exchange information as the liaison for the Administrator.
- Students - in order to provide information and schedule appointments.
- Public - in order to answer questions and route telephone calls.
- Office and Departmental Staff - in order to oversee operational functions, help with projects and to exchange information as the liaison for the Administrator.
- Representatives of University Departments - in order to exchange information and arrange meetings and special events.
- Travel Agents - in order to make travel arrangements.
- Representatives of Government Offices and Agencies - in order to exchange information.
- Off-Campus Agencies – in order to request services, coordinate programs and exchange information.
- Parents/Public – in order to provide information and resources.
Reporting
The Executive Staff Assistant reports to AVP for Student Development & Leadership.
Responsibility for the Work of Others
May provide first level supervision over student employees.
Responsibility for Health/Safety of Others
No assigned responsibility.
Impact on Programs/Services/Operations
Scheduling errors could inconvenience individuals and groups and interfere with the progression of programs. The release, distribution, mishandling, or misinterpretation of information could cause long-term negative effects on the reputation and present or future resources of the Executive and the University.
Work Environment
Standard office environment. The job requires moderate physical effort and involves sitting, viewing a CRT screen or using hands and fingers in typing 26-75% of the time.
Minimum Requirements
Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.
Desired Qualifications
Understanding of importance of confidentiality and its impact on the functioning and reputation of the office; experience with Microsoft Word, Excel, Access, and PowerPoint software; knowledge of university structure, policies, and procedures; excellent communication, interpersonal, and multi-tasking skills; excellent grammar, writing, and editing skills; ability to interpret information in order to coordinate projects.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Special Instructions
Resume and cover letter required.
Work Hours
STANDARD 8-5
Bidding eligibility ends November 5, 2024 at 11:55 P.M.
