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Purpose of this Position:
Performs a variety of administrative duties at the executive level, including, oversight of the Finance and Administration office and budget administration. Independently creates drafts of significant announcements and broadcasts. Responsible for maintaining the VP and other key members of the staff's department calendars. Coordinates schedules and oversees project timelines and target dates to ensure timely completion of set initiatives. Day-to-day operational liaison with the VP's direct reports, key staff, the Vice President and Special Assistant to the President, and members of the Board of Trustees and outside constituents.
Report To: VP, Administration & Finance
Direct Staff Reports: None Student Workers this position supports: None
Essential Functions of the Role: Under limited or no direction engages in administrative and office management activities, including:
Tracking new contracts and prior contracts for review
Manage and file sensitive and highly confidential materials and communications for the VP.
Assumes initiative and prepares agendas for all standing meetings.
Maintains and/or coordinates the collection of critical data and information necessary for reporting and communicating business conditions.
Office Management responsibilities include:
Oversight and reconciliation of departmental spending for Finance and all reporting departments.
Tracks and maintains the departmental budget, including preparation of invoices and other departmental expenditures.
Develops, disseminates, and coordinates the roll out of internal and external policies and procedures.
Answers inquiries and provides guidance on inquiries made to the department.
Operational liaison between the VP, direct reports and key staff. Provides critical information, research, and support on key initiatives as assigned.
Responsible for all administrative tasks associated with the oversight of the VP's direct reports, including, salary changes, documentation of performance outcomes, and tracking timekeeping for the department.
Point of contact with Trustee Committees, preparation of Trustee packages, schedules meetings agendas, and minutes.
Responsible for maintaining the Emergency Management Manual/Business Continuity Plan along with Standard Operating Procedures for the department and the various key administrative functions.
Other special projects as assigned by the VP's.
Provide phone coverage and administrative support to the Office of the President on an as needed basis.
Associates Degree or equivalent experience
5 years of similar work experience including budget monitoring
7 years of administrative support for a high-level executive
Strong customer service skills
Competency with Microsoft Office and desktop publishing software
Excellent attention to detail
Strong organizational skills
Previous experience in higher education setting
Familiarity with Workday
Work Environment and Demands of the position:
Physical Place and Existing Conditions: Usual Office Conditions Intellectual and Mental Concentration for extended periods of time: Requires long periods of mental concentration Requires constant coordination of Mental and Visual Attention: Yes Requires ability to stand and/or sit for long periods of time: Yes Requires ability to lift and move objects that are: Under 10 lbs Requires working in difficult physical positions and body contortions: No Amount of time required to travel to do this job: Less than 25%
About Us Emerson College is the nations only four-year institution dedicated exclusively to majors in communication and the arts in a liberal arts context. Its main campus is located in the center of the dynamic multicultural city of Boston, in close proximity to major publishing houses, arts institutions, and research centers. The college also has campuses in Los Angeles and the Netherlands. Emerson College enrolls over 4,300 graduate and undergraduate students from more than 70 countries and all 50 states.
Diversity Statement Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society. Emerson College does not discriminate on the basis of sex/gender in its educational programs or activities. Emerson has designated the Associate Vice President, Title IX, and Clery Coordinator to respond to inquiries regarding the College Sexual Misconduct Policy. The Title IX Coordinator may be reached at 8 Park Plaza, Transportation Bldg, Room 230 Boston, MA 02116; Telephone: 617-824-8999; email: firstname.lastname@example.org
Annual Clery Report n accordance with the federal Clery and Campus SaVE Acts, Emerson College commits to providing all current and prospective students and employees with access to the annual campus security reports for each of our campuses. This report may be accessed from the Emerson College Police Department website.
Emerson College is the nation’s premier private college dedicated exclusively to majors in communication and the arts in a liberal arts context. It is located in the theater district in the dynamic multi-cultural city of Boston in close proximity to major arts institutions, media outlets, and research centers. The College enrolls 3,783 undergraduate students and 641 graduate students from 71 countries and 48 states. Emerson College is committed to an active, intentional, and ongoing engagement with diversity – in its people, in the curriculum, and in the College’s intellectual, social, cultural and geographical communities. Our inclusive excellence framework recognizes that institutional excellence comes from fully engaging with diversity in all aspects of institutional activities. Members of historically under-represented groups are encouraged to apply.