Executive Administrative Assistant, Diversity

3 weeks ago

Mechanicsburg, United States Messiah University Full time

**Position Type**
- Staff**Employee Group**
- Staff**Time Status**
- Full-Time**Time Category**
- Full Time (1560-2080 hours)**Annual Hours**
- 2080**# of Months**
- 12**Hours Per Week**
- 40**Work Dates**
- July 1 - June 30**Campus**
- Main Campus (Grantham)Position Description

**Position Summary**Education Required**
- Bachelor’s Degree.**Education Preferred**

**Experience Required**
- 2-3 years of administrative support/project management, and budget experience.**Experience Preferred**
- 1 or more years assisting in higher education administration.**Skills, Characteristics Required for Position**
- Excellent organizational and time management skills, including demonstrated commitment to accuracy and attention to detail
- Strong verbal and written communication skills, including ability to communicate effectively across departments and with internal and external constituencies
- Ability to effectively manage projects, including the ability to establish priorities and advance a number of projects concurrently and independently
- Ability to develop and manage budgets
- Strong computer proficiency, including the ability to use Microsoft Office software as well as web design and learning management systems
- Excellent ability to build relationships of trust within and across departments
- Ability to handle highly confidential information
- Ability to effectively supervise student employees

**Special Working Conditions**
- The hours for this position may vary outside standard business hours and may require occasional flexibility from the usual schedule.**Driving Requirements**
- n/a**Essential Employee**
- N/A**Primary Duties**- 3. Gather data and manage information for departmental annual reports (such as all documentation associated with the diversity strategic planning process.)
- 4. Coordinate meeting arrangements, including scheduling, generating agendas and minutes, and managing follow up on action items for department and committee meetings.
- 5. Manage event and program planning, including advertisements, space reservations, hospitality, catering, guest travel/lodging, and honoraria processing. This includes managing Office of Faculty Development programming such as Provost’s Seminar, New Educator Orientation, Christian Scholarship Colloquies, Teaching and Learning workshops, and as well as Office of Diversity Affairs programming such as the Multicultural Student Welcome, Inclusive Excellence Ambassadors, and the Inclusive Excellence Lecture Series. This person will also be responsible for assisting in the coordination of special/commemorative events such as Year of Reconciliation.- 7. Coordinate and disseminate publications, including newsletters, brochures, and program advertisements.
- 8. Assist the Provost’s office with tasks related to evaluation of faculty performance, including distribution of the Professional Development and Performance Reports (PDPR) and administration of course evaluations through IDEA Campus Labs.- 10. Coordinate travel arrangements, including developing itineraries as well as anticipating and organizing necessary materials.
- 11. Edit and refine websites for all programs supported and implement revisions in communication with necessary university departments and individuals. This includes monthly review and refinement of web content/presentation for accuracy and timeliness of information.
- 12. Develop well-designed presentations using notes provided by department leaders.
- 13. Coordinate budget activities, including reconciling accounts, managing records, processing purchasing card activity; processing reimbursements and expenditure approval, and assisting budget managers in preparing and presenting budget information.
- 14. Hire and oversee student employees and assign tasks in an efficient and effective manner, including coordinating schedules to ensure comprehensive administrative support during the business day. This also includes support with hiring and payroll for Smith Scholar and Teaching Interns.
- 15. Assist with distribution of professional resources for faculty members, including Christian Scholar’s Review, periodicals, and online resources.
- 16. Maintain consistent and reliable schedule and attendance.**Secondary Duties**
- Other duties as assigned**Supervises: # of Administrative**
- 0**Supervises: # of Staff**
- 0**Supervises: # of Student**
- 1-2**Posting Date**
- 05/22/2024**Open Until Filled**
- Yes**Application Deadline**

**Diversity

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