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Executive Assistant to the President

07/12/2018 2:47 pm

The Executive Assistant to the President and the Board of Trustees assists with operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the community. The Executive Assistant to the President has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, donors, business collaborators, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities. The Executive Assistant to the President uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the University and coordinates activities with several major subordinate administrative units of the University. The selected candidate is eligible for a rich benefits package, upon hire, including medical insurance, generous paid time off and tuition remission.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. 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.

2. 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, legislators, 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.

3. 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, and representing the President’s Office on select University and civic committees.

4. 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.

5. 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.

6. Assists the President in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the president’s signature.

7. Facilitates the effective planning and organization of Executive Council and Board of Trustees’ meetings by assuming responsibility for the development and timely availability of agendas, collecting documentation and compiling the agendas, posting the agendas and supporting documentation on the web/portal, and acting as event coordinator for meetings.

8. Acts as the liaison for members of the Board of Trustees by answering their questions, directing them to the appropriate administrator for more information and, when needed, making travel arrangements, hotel accommodations, and event reservations for them.

9. Attends all board meetings; records, prepares, distributes, and archives minutes for full Board meetings, Board Committee meetings (as assigned) and ad hoc Committees of the Board.

10. Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.

11. 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.

12. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.

13. Facilitates the success of events hosted by the President’s office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.

14. 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.

15. 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.

16. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

EDUCATION and/or EXPERIENCE:

At least five years of increasingly responsible secretarial or administrative experience is required which must include an extensive knowledge of general office procedures and practices. A Bachelor’s degree or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

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. Must be adept at consistently multitasking while accurately attending to detail. Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software. Excellent organizational and customer service skills are required. 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.

TO APPLY:
Review of resumes will begin immediately and continue until the position is filled. Please submit cover letter, resume and list of three professional references to HumanResources@rockford.edu.