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Executive Assistant for Institutional Effectiveness and General Counsel

4 months ago

Varsity Village, United States Niagara University Full time
Job DescriptionJob Description

OUTSTANDING BENEFITS UNLIKE ANY OTHER. Low-cost health benefits, 8% 403b contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of the NU Facts.

JOB SUMMARY:

Under general supervision, the Executive Assistant provides support to the Office of Institutional Effectiveness by assisting with administrative responsibilities, data entry, event and planning support, maintaining office systems and calendars, and providing outstanding customer service to internal and external contacts.

Under appropriate routine and direct attorney supervision, the Executive Assistant also provides support for the University's in-house law office and assists the General Counsel in rendering professional administrative services in a manner consistent with New York's Rules of Professional Conduct and the General Counsel's office policies and procedures.

ESSENTIAL DUTIES:

  • Assist with professional responsibilities, providing a welcoming and professional contact for visitors, telephone contact, e-mails and written correspondence as well as maintaining the electronic calendar and contacts;
  • Schedule meetings, prepare agendas, take minutes and maintain files and documentation as required;
  • Assist with coordinating special programs and projects; assist with project management and meeting deadlines; make arrangements for professional conferences and meetings; make travel arrangements;
  • Provide timely and accurate handling of requisitions, purchase orders, invoices, and other business processes;
  • Maintain highly confidential files and absolute confidentiality of information (including but not limited to: student and employee information, student grades, vendor information, etc.);
  • Word processing; Data entry including the development and manipulation of spreadsheets using Excel and/or Google Sheets; and assistance with PowerPoint presentations;
  • Assist in the aggregation and reporting of data to support internal and external data and survey requests;
  • Assists in operating the University's in-house law office.
  • Organizes files and correspondence to ensure protection of confidentiality and attorney-client privilege.
  • Maintains the calendar to ensure that deadlines are recorded and met.
  • Prepares letters, memoranda, and legal documents as requested.
  • Understands and abides by strict requirements for maintaining confidential information-including communications protected by the attorney-client privilege-both during and after the Executive Assistant's employment at the University. Refers any question regarding confidentiality or the attorney-client privilege to the General Counsel. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

GENERAL DESCRIPTION:

% of Time

50% Provide assistance and support to the General Counsel in litigation, investigations, and other active legal matters, including by organizing and maintaining confidential case files, preparing letters, memoranda, and other legal documents, and communicating effectively with internal clients, external counsel, and other stakeholders. Assist in all functions of operating the General Counsel's office, including by responding to inquiries, coordinating meetings and events, and administering budgets.

50% Institutional Effectiveness - Provide general administrative and project management assistance, such as: calendar management, administering budgets, corresponding with internal and external contacts, and data entry. Assist in administration of institutional surveys and planning workshops or other events.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  1. Knowledge of professional office standards and practices with strong organizational skills using current technology.
  2. Continuously updated knowledge of and ability to apply institutional policies and
  3. Working knowledge of computer software including Microsoft Office as well as Google Suite and online conference software (e.g., Zoom).
  4. Attention to detail and accuracy in data entry.
  5. Understanding and commitment to maintaining appropriate professional demeanor, including confidentiality.
  6. Oral and written communication, including ability to compose and edit a variety of memoranda, letters and reports.
  7. Meeting planning and support, including ability to take accurate notes for meetings.
  8. Time management, including ability to multi-task on a continuous basis, in a dynamic office environment.
  9. Possess critical thinking and sound decision-making skills along with good customer service skills.
  10. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files, and information in the department.
  11. Sufficient manual dexterity to handle various office machines including but not limited to: word processing, copy machine, fax machine and printer.
  12. Ability to receive telephone calls, respond to inquiries, and communicate with others by telephone.
  13. Ability to work non-traditional business hours on occasion.
  14. Ability and receptivity to learn new tasks.
  15. Ability to process correspondence and other communications to ensure that deadlines are met.
  16. Ability to maintain strict confidentiality and to organize materials and information accordingly.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying, and other movements may be required. Tasks include working at a computer monitor, using a computer keyboard and mouse, and working with computer software applications, which may involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

  • High School diploma required, Associate's or Bachelor degree strongly preferred.
  • A minimum of three to five years' administrative experience in increasingly responsible office operations; experience in a legal setting preferred.


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