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Executive Assistant to the Vice President for Finance
2 months ago
The incumbent in this position provides executive support to the Vice President for Finance and Administration. Complete a broad variety of administrative tasks that facilitate the VP’s ability to effectively lead the organization including collecting and preparing information for meetings with staff and external parties, composing and preparing correspondence, handling all logistics for meetings and events (agendas, presentation materials.) The position serves as a liaison between the School/Department and the University community by interacting with students, faculty, staff and administration. The incumbent assists with almost all aspects of maintaining the functions under the direction of the Vice President. Exceptional communication and technical skills; anticipation of VP needs as well as organizational skills and project management skills are required in order to perform this job successfully.
- Acts as a liaison between Vice President and specific departments and the general public.
- Schedules appointments and coordinates arrangements for the Vice President (BOT committee meetings, and internal and external meetings. Coordinates all logistics for Department events and meetings.
- Organizes work flow and initiates follow-up action and communications on behalf of Vice President; Collects and disseminates information within and beyond the University accordingly.
- Organizes and maintains files and records in accordance with School/Department procedures, and follows up on pending matters.
- Handles projects as assigned (Bookstore, annual insurance renewals, insurance discount program.)
- Keep Vice President informed on upcoming commitments. Acts as barometer, having a sense for deadlines and issues taking place in environment.
- Uses appropriate technology to compose and produce professional minutes for Board Committees, and other departmental committees, including presentations.
- High degree of professionalism in dealing with diverse groups, including board members, senior executives, staff, faculty and external constituents.
- Uses high level of discretion, judgment and confidentiality relating to the Vice President’s schedule, correspondence and commitments.
- Communicates with Board of Trustee Chairs on various issues including meeting minutes.
School/Department
- Contract management, including but not limited to clinical placements for graduate and professional degree programs.
- Manage all aspects of annual insurance renewals of non-health & welfare plans, including Property & Casualty Insurance and the annual risk mitigation program.
- Board of Trustees Committee materials preparation and distribution and shared governance meetings coordination.
- Coordinate RFP’s and prepare bid summaries for management.
- High School diploma or equivalent required; Associates or Bachelor’s degree preferred
- Three to five years’ experience as Executive Assistant or similar position
- Experience in higher education a plus
Other Qualifications
- Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve.
- Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines.
- Excellent oral and written skills and ability to communicate comfortably with students, colleagues, senior management, BOT members and external constituents.
- General technical skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Power Point, Exel, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University/Department a plus.
- Demonstrated ability to recognize and appropriately handle matters of a confidential nature
- Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
- Cultural competency to work with diverse student and/or employee population
- Commitment to the mission of the University of Saint Joseph
- Physical ability to perform essential functions of the position, with or without reasonable accommodation.
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