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Administrative Manager for Executive Offices
2 months ago
Position Overview:
We are seeking qualified candidates to deliver high-level administrative assistance to the President and the Provost. This role requires a professional demeanor and the ability to interact effectively with faculty, campus leaders, staff, and students.
The Executive Assistant will demonstrate independent judgment in managing various demands, prioritizing responsibilities, and addressing inquiries from both internal and external stakeholders.
Key Responsibilities:
- Provide comprehensive administrative support for the Offices of the President and Provost.
- Deliver friendly and efficient reception services to faculty, staff, students, and external visitors.
Support for the Office of the President:
- Assist with scheduling and organizing travel arrangements.
- Prepare materials for trustee meetings and compile board documents.
- Oversee budget monitoring and expense tracking.
- Conduct competitor analysis utilizing publicly available data.
- Manage an electronic filing system for grant-related documents.
- Recruit and supervise student employees.
- Undertake additional projects as assigned by the President.
Support for the Office of the Provost:
- Coordinate travel, accommodations, meetings, and communications for guest speakers and department reviewers.
- Organize meeting spaces and catering for various faculty events.
- Maintain updated faculty lists for academic publications and events.
- Track faculty travel expenditures.
- Facilitate office relocations in collaboration with Facilities.
- Assist the Provost with data collection and analysis for academic programs.
- Manage office supplies and process invoices and reimbursement requests.
- Support faculty appointment processes through letter writing.
- Oversee student worker schedules and time approval.
- Coordinate the Departmental Fellows program.
- Monitor the Provost's email account.
- Provide administrative assistance for the Alpha Chi Honors Society.
- Engage in additional projects as assigned by the Provost.
Supervisory Duties:
This role includes direct supervision of student workers, adhering to college policies and employment regulations.
- Recruit and train student employees.
- Plan, assign, and direct work tasks.
- Evaluate performance and manage disciplinary actions.
- Recommend salary adjustments.
- Address complaints and resolve issues.
Qualifications:
- A Bachelor's Degree is required.
- A minimum of 3 years of relevant administrative and supervisory experience is necessary.
- Exceptional oral and written communication skills are essential for effective interaction with diverse groups.
- Proficiency in personal computing and familiarity with Microsoft Office Suite, Adobe Acrobat, Google Systems, and ZOOM is required.
- Experience with AdAstra room scheduling and Workday systems is advantageous.
- Ability to collaborate in a team-oriented environment is crucial.
- Experience in grant management or a research setting is beneficial.
- Demonstrated initiative, sound judgment, and motivation to resolve challenges independently.
- Capability to manage multiple tasks and maintain composure under pressure.
- Strong organizational, problem-solving, and critical thinking skills are necessary.
- Familiarity with standard office equipment is expected.
About Carthage College:
Located along the scenic shores of Lake Michigan, Carthage College offers a blend of liberal arts education and innovative degree programs. Our picturesque campus is home to a vibrant community of undergraduate and graduate students.
Founded in 1847, Carthage is recognized as a leading institution in the Midwest, committed to fostering an inclusive environment for all employees and students.
Carthage College is an equal opportunity employer dedicated to building a diverse community and encourages applications from individuals of all backgrounds.
