Cambridge, Massachusetts
Durham, North Carolina
Holland, Michigan
Los Altos Hills, California
Los Altos Hills, California
Los Altos Hills, California
Manchester, Connecticut
Posted: 03-Aug-24
Location: Youngstown
Salary: Open
Internal Number: 4605672
Essential Functions and Responsibilities: Possesses strong organizational skills including the ability to plan, organize, prioritize, and execute required work activities including handling multiple tasks seamlessly with excellent attention to detail. Ability to work independently, exercise sound judgment, and determine the best course of action to resolve issues and solve problems, which due to the executive level of the office, may be highly irregular, unique, and/or specialized.
Exhibits ability to effectively interpret, analyze, and communicate complex internal/external information, and process data for operational planning and management. Ability to maintain effective working relationships within the office as well as with other academic and administrative divisions. Ability to assume new responsibilities on own initiative and execute them in an effective manner.
Manages written, verbal, and electronic correspondence and communication received in the Office of Academic Affairs; determines nature/priority of each request, and coordinates responses.Assists in preparation of reports, correspondence and summaries containing complex and highly confidential information, including documents related to collective bargaining, grievances, and arbitrations. Ability to maintain confidentiality, use sound judgment, promote professionalism, and operate at a high level of discretion.
Manages the Outlook calendars of the provost and other team members in a coordinated and collaborative manner. Exercises good judgement in scheduling meetings, appointments, speaking requests, and events for individuals or teams within the organization, and expeditiously resolving calendar conflicts.
Provides fiscal control for the Office of Academic Affairs in conjunction with representational and entertainment expense accounts. Monitors and manages multiple budget lines; procurement card purchases, expenditures; prepares, reconciles, and finalizes purchase requisitions and budget transfers. Organizes and manages electronic and hard copy files in accordance with the Records Management System.
Plans, coordinates, and reconciles all aspects of travel arrangements for team members; crafts comprehensive travel itineraries, books flights, arranges accommodations, and manages ground transportation using the Concur Travel System to streamline the booking process and ensures compliance with company policies.
Assists the President?s office with planning of quarterly Board of Trustees meetings and any additional meetings; creates and prepares two Board of Trustees meeting agendas: Academic Excellence and Student Success Committee and Workforce Education and Innovation Committees; collaborates with those involved in the agenda preparations to provide their materials; submits agenda materials into online Board software site; coordinates faculty and student speakers for Board meeting with academic deans.
Coordinates with other campus constituents the provost?s participation in various important campus events such as Commencement, college alumni events, and student events.
Works with senior-level executives from both within and outside the university to broadly support the academic enterprise.
Works with Chairpersons? Development Committee to develop department chairpersons? monthly meeting schedule, sends calendar invites, reserves room and catering, distributes information and agendas for scheduled meetings.
Runs Banner reports and creates individual Excel spreadsheets for each college at the conclusion of spring and fall semesters to determine those students that qualify for Presidents and Deans lists; coordinates creation, printing, and distribution of certificates; collaborates with each college and Printing/Delivery Services to process Deans? lists certificates for each college for mailing. Separates out domestic and international addresses for easier mailing.
Works with Registrar?s office to coordinate distribution of University Operations and Academic Calendars.
Collaborates with college deans and department chairpersons and assist with administrative and technical support, as necessary. Assists, tracks, and maintains records/documents requiring the provost?s approval on various electronic academic-related forms from across campus, i.e., Faculty Secondary Appointments, Distinguished Professorship Awards, Supplemental Pay, Degree Candidacy Waivers, Continuing Education agreements, and Affiliation agreements.
Plans, supervises, and monitors work of student employees; establishes time limits for the completion of assigned tasks; trains and orients new student assistants; maintains personnel records; approves timecards.
Other Functions and Responsibilities: Assists with training new hires.
Performs other related duties as assigned.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, Monday through Friday.
Supervision Exercised: May exercise supervision over student employees.
Reports to: Provost
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
Knowledge of: University policies and procedures*; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives*; College/department/division policies and procedures*; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures*.
Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*.
Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.
(*) Developed after employment.
Minimum Qualifications: At least a bachelor?s degree; three or more years of experience providing administrative support and coordinating functions of an office or department.
Preferred Qualifications: Five or more years of providing upper-level executive administrative support and coordinating functions of an executive office or department.