Executive Assistant and Outreach Coordinator

3 weeks ago

Sault Sainte Marie, United States Lake Superior State University Full time

Executive Assistant and Outreach Coordinator for the Center for Freshwater Research and Education

Lake Superior State University's Center for Freshwater Research and Education (CFRE) is seeking a professional who desires an excellent career opportunity working with the CFRE team as the Executive Assistant and Outreach Coordinator. Working as part of the CFRE Leadership Team, the Executive Assistant is responsible for oversight of daily administrative operations and outreach coordination in the Richard and Theresa Barch Center for Freshwater Research and Education, CFRE Fish Hatchery, and the Dr. Constance Baker Great Lakes Discovery Center. The position will be a key contributor to the development, growth, and strategic direction of CFRE, working with the CFRE Team, other university staff and students, external partners, and the community.

Function and Responsibility

Administration, outreach coordination, and operations management of the Richard and Theresa Barch CFRE building, including the Dr. Constance Baker Great Lakes Discovery Center and the CFRE Fish Hatchery.

Duties and Responsibilities

The Executive Assistant and Outreach Coordinator will provide key administrative services to both the Leadership Team and CFRE itself.

* The Leadership Team support duties include, but are not limited to the following:
* Contributing to confidential Leadership Team meetings regarding CFRE operations;
* Assist with planning of meetings, annual meetings and advisory board visits;
* Assist with budget preparation, review and monitoring of budget reports and oversight of grant expenditures as needed;
* Oversight of CFRE staff payroll, travel, and purchases;
* Developing bi-monthly reports on facility use and student participation as well as other necessary documents;
* Manage complex administrative tasks that require the use of independent judgement and initiative in support of the Leadership Team
* Assist with managing the Executive Director's schedule
* Such other duties as are necessary and assigned by the Executive Director.


* Responsibilities for the Richard and Theresa Barch Center for Freshwater Research and Education, including the Dr. Constance Baker Great Lakes Discovery Center and the Fish Hatchery are related to direct support of CFRE's activities including, but not limited to:
* Modeling and fostering behavior that establishes a positive culture that values partnership and community relationships
* Coordinating public and group use of facilities;
* Oversight of the Great Lakes Discovery Center open hours, including supervision and scheduling of staff and student workers and volunteers
* Leading and supervising the CFRE Ambassadors program
* Managing relationships with external partners
* Coordinating K-12 events on and off-site with the CFRE Education staff;
* Assisting with social media, marketing, and website management as needed;
* Serving as Coordinator of Operations in the absence of the Coordinator of Operations, including but not limited to taking responsibility for:
* Safety and equipment operations decision making;
* Building security and safety oversight and determination of maintenance needs;
* Direction and supervision of custodial staff;
* Oversight of student and faculty equipment checkout.


* Oversight of events and activities that may take place outside of normal working hours, such as evenings and weekend and Great Lakes Discovery Center public hours;
* Responsibility for engagement of public or internal inquiries through various mediums (calls, emails, visitations, tours), and coordinating with CFRE staff for response when appropriate;
* Such other duties as are necessary and assigned by the Executive Director.



Flexibility and willingness to accept new ideas and challenges, flexibility in scheduled work hours, strong verbal and written communication skills, and a great deal of initiative are essential. Individual must demonstrate a willingness to work as a team, but also own issues and solve them when needed.

Qualifications

Bachelor's degree or Associate's degree in office administration or closely related field or equivalent education and three years of office experience preferred.

Analytical, critical reasoning skills, and initiative necessary to make well-reasoned decisions on matters of significance; excellent writing and editing skills; expertise in graphic design software (e.g., Canva), social media, and website management; ability to analyze data (including numerical data) and develop necessary reports; attention to detail and ability to produce accurate work product; competence in office management software (MS word, MS Excel, and MS PowerPoint); willingness and ability to learn procedures, policies, and practices of CFRE and the University; excellent interpersonal communication skills; willingness to work with the public, K-12 groups, and University students; ability and commitment to maintaining confidential information; and ability to work evening and weekend hours.

Special Instructions to Applicants

submit cover letter, resume, and contact information for three professional references

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