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Executive Administrative Assistant to the President

4 months ago

Flint, United States Kettering University Full time

Preferred Qualifications

A minimum of four years experience in an academic environment working directly with President/Chancellor, Vice President/Chancellor or Dean-level personnel is highly preferred.

Job Specific Required Qualifications

Education: A Bachelor's degree, preferably in a business-related field, is required. Experience: At least seven years of increasingly responsible office and administrative experience is required which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis. Skills: Excellent oral, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required. Ability to research, organize, and synthesize information and materials from multiple sources. Must be adept at consistently multitasking while accurately attending to detail. Computer literacy is required and includes keyboarding ability and strong proficiency with word processing, and spreadsheets. Excellent organizational skills are required. Highly collaborative and willing to work in close partnership with the Office of the President staff. Must be able to work independently, use initiative, and make substantive decisions quickly. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred.

Understanding and commitment to Kettering values:

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

o INTEGRITY: including accountability, transparency and ethics.

o CREATIVITY: fostering flexibility and innovation.

o COLLABORATION: across disciplines and with all partners.

o EXCELLENCE: in all we do.

Posting Information

Posting Number SP00418 Posting Date 04/23/2024 Closing Date Open Until Filled Yes Special Instructions to Applicants

Job Duties

Job Duties

Percent of total time 15 Duties

Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President. Represents the President, in an ex-officio capacity, at the discretion of the President. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

Percent of total time 15 Duties

Facilitates efficient and cost-effective official travel for the President by making travel arrangements and preparing associated approval forms and expense reports. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. Maintains budget records, reconciles and verifies vouchers and receipts for accuracy, approves expenditures, completes budget transfers.

Percent of total time 30 Duties

Facilitates the effective planning and organization of Board of Trustees' meetings by assuming responsibility for the development and timely availability of agendas for the Board of Trustees' meetings, collecting documentation and compiling the Board Agenda, posting agendas and supporting documentation on the web, and acting as event coordinator for Board meetings. Coordinates with the administrative assistants of members of the Board of Trustees, posts agendas and materials for Executive Committee and Trustee meetings. Acts as the liaison to members of the Board of Trustees.Works closely with the President to keep the Trustees well informed of upcoming commitments and responsibilities, following up appropriately.

Serves a liaison between the President and Administrative Cabinet and assists in developing and distributing weekly Cabinet agendas to Cabinet members and their administrative assistants. Coordinate with University Advancement staff for events and donor relations. Coordinate with University Marketing and Communications staff for keynote events.

Percent of total time 15 Duties

Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, file, and similar confidential items. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. Assists the President in reviewing correspondence and documents prepared by other offices for the president's signature. Serves as the Primary point of contact for internal and external constituencies on all matters pertaining to the President. Researches and prioritizes before determining the appropriate course of action, referral, or response, exercising judgement to reflect the President's style and organization policy. Communicates directly, and on behalf of the President, and responds to emails/texts/phone calls outside normal business hours, as needed.

Percent of total time 25 Duties

In coordination with the Office of the President staff, facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups. Promotes a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, government officials, alumni, the media, and public and private officials), providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response. Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information, and providing information to the President. Ability to anticipate needs. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats, using advanced computer skills and collaboration with colleagues.