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Executive Assistant
3 months ago
Creighton University is seeking to hire an Executive Assistant for the Student Life office.
Provides operational support for the Office of the Vice Provost for Student Life and select members of the office staff (including but not limited to Student Life senior leadership, the Vice Provost for Student Success, New Student Orientation and Student Conduct). This role provides the level of support needed for the Vice Provost in their roles as members of Creighton University's senior leadership and provides continuity to the infrastructure of the division by integrating various responsibilities that include student engagement, student wellness, and student environments.
Performs complex, advanced, diversified, and confidential administrative duties. Handles highly confidential information and files for the department/division. Assignments are broad in nature and usually require originality and ingenuity. Prepares special reports and correspondence, summarizes, and analyzes data. Communicates with individuals across functions and departments, as well as key external audiences. Organizes and expedites work through the office and initiates follow-up action. Communicates and coordinates instructions and desires with various individuals and/or departments. Organizes and maintains correspondence and projects, follows up on pending matters with limited direction. Schedules appointments and arranges meetings, conferences, and travel. Operates a personal computer and appropriate software. Supervises a team of Federal Work Study student employees and serves as a resource in the resolution of complex problems and issues.
This is a full time, hourly role that works on campus. Schedule is typically Monday through Friday day hours and some flexibility to assist with student events will be needed.
Key Responsibilities
Composes and prepares a variety of information, including memos, letters, and reports including critical information that may be time sensitive. Composes correspondence for Executive as necessary. Prepares agendas, confidential summaries of issues related to students, parents, and other areas of relevance. Serves as representative at meetings to express Executive’s viewpoint.
Answers telephone calls. Routes appropriately, takes messages, and assists callers with questions. Plans schedules, maintains calendar and coordinates travel arrangements.
Accesses documentation regarding students (Banner information, student records, mental health information, student conduct, Title IX and other sensitive information). Reviews all outgoing correspondence to ensure accuracy and alerts writer of any conflicts or departure from policies. Analyzes unit operating policies, such as record keeping systems, forms control, office layout, personnel and budgetary requirements and performance standards; makes recommendations as necessary.
Trains and supervises student employees to serve as the office receptionists.
Processes invoices, expense reimbursements and direct payment requests. Tracks information for budget planning and assists in budget preparation.
Qualifications
High school diploma required. Bachelor's degree preferred
8+ years administrative experience required
Proficiency with Microsoft Office Suite a must. Knowledge of Advance CRM desired
Knowledge and experience in higher education
Ability to prioritize and perform multiple assignments to meet required deadlines
Ability to work independently and anticipate needs
Demonstrated customer service focus and ability to resolve conflict and deal with demanding clients
Demonstrated commitment to Creighton’s Mission and the Ignatian values
