Executive Administrative Assistant

2 weeks ago

Flint, United States Kettering University Full time

Preferred Qualifications

Bachelor's degree is preferred; Experience working in higher education; Five or more years of increasingly responsible administrative support experience; Experience using Banner Ellucian.

Job Specific Required Qualifications

Commitment to excellence in all aspects of work responsibilities; Customer service orientation with a dedicated interest in serving students, faculty and staff; Understanding and commitment to mission of Kettering University; Previous administrative support experience with demonstrated excellent performance; Excellent interpersonal communications skills that convey a high level of professionalism and respect; Ability to make administrative or executive support decisions in the context of the overarching goals of the department; Good sense of humor and ability to set people at ease in tense situations; Willingness to serve as notary public; Ability and willingness to work some evening or weekend hours in support of special campus events; and

High level of demonstrated proficiency in the ability to:

* Use diplomacy and discretion when giving out information and referring and directing callers and visitors;
* Maintain confidentiality and protect confidential documents;
* Prioritize tasks and duties based on timelines and goals;
* Handle multiple tasks and projects simultaneously while adhering to timelines;
* Proficient with all Google business applications (Docs, Sheets, Slides, Forms, Drive, etc), Microsoft Office Suite, and Adobe;
* Ability to learn, understand and use database and enterprise software programs such as

Banner, Blackboard, and Argos;
* Accurately follow, apply, interpret, and explain instructions and/or guidelines involving detailed information and financial data;
* Organize and compose letters, minutes and reports, including correct English usage and proper grammar;
* Organize and maintain filing systems, both hard copy and electronic;
* Schedule and coordinate travel arrangements;
* Review, select and synthesize data from diverse reference sources for reports and other forms of correspondence;
* Transcribe or take meeting notes/minutes.

Understanding and commitment to Kettering University Values

a. RESPECT: for teamwork, honesty, encouragement, diversity partnerships with students.

b. INTEGRITY: including accountability, transparency and ethics.

c. CREATIVITY: fostering flexibility and innovation.

d. COLLABORATION: across disciplines and with all partners.

e. EXCELLENCE: in all we do.

Posting Information

Posting Number SP00420 Posting Date 04/24/2024 Closing Date Open Until Filled Yes Special Instructions to Applicants

Job Duties

Job Duties

Percent of total time 75 Duties

Perform advanced and diversified administrative support duties for the Provost including:

* Perform responsible administrative duties for the Provost/VP for Academic Affairs, including matters of a confidential nature.
* Support Provost in all requests and issues.
* Support Day-to-Day running of the Provost Office.
* Build and maintain excellent relationships and communications with all "customers" of the Provost Office - act as liaison with all campus wide departments and divisions and the Provost Office.
* Coordinate with the Executive Assistants to the President and the CFO, respectively, on the University's businesses.
* Liaise with Assistants to the deans on various tasks and activities in Academic Affairs.
* Coordinate with senior administrators, department heads, and directors at the directions of the Provost.
* Assist in cultivating a culture of excellence with a customer focus in support of the University's mission.
* Handle and/or redirect inquiries from internal and external constituencies in an efficient and professional manner.
* Greet and assist customers and guests in a welcoming and professional manner while balancing requests for scheduled time with the Provost.
* Set people at ease and/or otherwise help to diffuse tense situations with grace, tactfulness, and respect.
* Proactively work to help address issues that arise that do not require the attention of the Provost, including enlisting the assistance of other Academic Affairs staff as appropriate.
* Prioritize / screen mail, phone calls, and other communications.
* Manage Provost's calendar.
* Schedule and maintain calendar of appointments, meetings, and trip itineraries, including arranging for meeting space and related setups as needed.
* Set up meetings with appropriate technology, handouts, refreshments, etc.
* Organize and maintain office files, both hard copy and electronic.
* Assist in reviewing and formulating creative solutions for streamlining processes in Academic Affairs areas.
* Assist with the preparations of reports.
* Organize and maintain files of contracts entered into by the University.
* Monitor accuracy and maintain website information for the select departments in the Academic Affairs area.
* Deliver campus wide email announcements as directed and approved by the Provost.
* Compose complex correspondence on behalf of the office; proofreads and edits correspondence.
* Serve as notary public for University business.
* Maintain a professional work environment.
* Take meeting minutes and generates documented meeting minutes as required.
* Attend and provide staff support for major University events as needed (e.g. commencement, convocation, new student move-in, etc.).
* Perform other administrative support duties and special projects as assigned or requested.

Percent of total time 5 Duties

Provost Council Meetings

* Prepare Provost Council agendas,
* Transcribe meeting minutes
* Post on Blackboard
* Conduct all follow up on actions
* Schedule guest speakers

Percent of total time 5 Duties

Assist in travel logistics for the Provost

* Make flight arrangements/rental cars
* Book hotels
* Register for events
* Provide address information for directions
* Provide agenda information

Percent of total time 15 Duties

Performs other duties as assigned or requested.

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