Executive Assistant

4 weeks ago

Baltimore, United States Goucher College Full time
Job Description:

The Executive Assistant serves an important role within the offices of Campus Operations. This position is an essential resource on complex matters related to the daily operation of the campus, providing prompt responses and resolutions to inquiries and requests. This position will make recommendations and implement policies and procedures aimed at ensuring efficient and effective business practices while providing a high level of administrative support to the Vice President for Campus Operations (VPCO). The role includes logistical support in scheduling meetings, producing minutes, collecting and analyzing information, coordinating departmental tasks, answering and screening inquiries, and project coordination.

Essential Job Functions:

45% A. Manage the core operations and administrative activities of the VPCO and Office of Campus Operations including but not limited to:

  • Serve as the "front-line" representative to the VPCO's office, greeting visitors, and routing phone calls and emails. This will at times include resolving student, faculty, staff, and constituent matters. These issues should be responded to in a timely and courteous manner.
  • Daily monitoring and management of multiple calendars and email accounts on behalf of the VPCO. Establishing and implementing best practices for addressing all questions and concerns regarding campus operations.
  • Oversee meeting arrangements, including but not limited to document preparation (e.g., agendas, correspondence, PowerPoint presentations, spreadsheets, and organizational charts), room and technology arrangements, ordering of refreshments, and producing/distributing meeting minutes.
  • Coordinate pick up and distribution of mail, order and manage supply inventory, and enter work orders for deferred maintenance requests.
  • Coordinate all administrative support services, including but not limited to assisting with planning office relocations; and maintaining electronic and physical filing for floor plans, financial and legal documents, contracts, agreements, and reports.
  • Oversee the department's financial accounting by monitoring and preparing accurate reporting on departmental budgets, tracking expenditures, reconciling the departmental credit card(s), investigating variances, reconciling accounts, and processing contract change requests and invoices. Assist regularly in the administration of confidential information and budgetary planning using Workday's cloud-based information management systems.
  • Coordinate travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as needed.

25% B. Establish relationships with departmental liaisons both within and outside of Campus Operations. Collaborate with direct reports of the VPCO to prepare and at times lead the implementation of operating policies and procedures aimed at improving the department's effectiveness. This will typically include administrative tasks such as developing and maintaining schedules, budgets, and reports. Responsibilities will also include project-specific research and recommendations based on findings. Project types will include but are not limited to researching software and/or equipment solutions, planning for office relocations, and validating project information.

20% C. Conduct research and compile information for the production of monthly department reports and presentations. Information included in monthly reports should summarize budget, service level, staffing, and other key performance indicators pertinent to the success of Campus Operations. Assists with the preparation of reports and presentations to various constituent groups. These groups include but are not limited to the Cabinet, Facilities Committee, College's Board of Trustees, and community organizations.

Education:

Required: High School Diploma or equivalent

Preferred: Bachelor's Degree

Professional Experience:

Required: Three years of administrative support experience; including progressive problem-solving and collaboration activities. Preferred: Five years of professional support experience. Direct knowledge of or experience with executive responsibilities (i.e., budgeting, documentation, reporting, and problem-solving). Experience within an institution of higher education or in the operations of a large corporate setting.

Computer Skills:

Experience with the Microsoft Office Suite including Word, PowerPoint, Teams, and Excel (preferably including the use of formulas, creating charts, and sorting data). The candidate should be comfortable with the daily use of information and data management solutions such as Workday and Outlook.

PM21

Job Category:
Staff

Pay Range:
$25.12-$29.56

Application Instructions:

Consideration of applications will begin immediately and will continue until the position is filled.

Please submit the following application materials:

  • Cover Letter
  • Resume
  • 3 references

Goucher College is an Equal Opportunity Employer

Candidates must be able to provide proof of eligibility to work in the USA. No Visa sponsorship is offered for this position.

Goucher College is committed to increasing the diversity of our community and seeks applicants dedicated to applying principles of equity and inclusion in all areas of the campus community.

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