Scheduled Hours

37.5

Position Summary

Direct administrative and project support to the Executive Vice Chancellor/Chief Administrative Officer (EVC/CAO) and provides supplemental support to AVC/Chief of Staff and other senior leaders within the CAO org structure. The successful candidate will be collaborative, self-directed individual who demonstrates a solution-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the EVC/CAOs day to day affairs are conducted smoothly. Acting as the first point of contact for access to the EVC/CAO, this role must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. Must have an ongoing attention to detail and high-level oversight of shifting priorities to effectively manage EVO/CAO time, resources and office flow. The successful candidate will bring a positive, problem-solving mindset to the position. This role will coordinate and facilitate special projects in support of team goals and priorities. The EA may supervise and direct work for other support staff connected to the EVC/CAO team.

Job Description

Primary Duties & Responsibilities:

• Administrative point of contact and access to the EVC/CAO - manages calls and emails to include review, assess, responds/reroutes, monitors for follow up items to completion. Fields walk-ins and creates a welcoming environment for all constituents develops and maintains general knowledge of office. Prepares confidential correspondence and all materials for executive, senior staff, and other officials. Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points and briefing materials as necessary.
• Schedule management - proactively handles day-to-day activities for EVC/CAO and highly complex management of calendar, resolving scheduling conflicts and regularly communicates updates to relevant stakeholders, facilitates agenda setting including gathering materials, bios and other prep materials.
• Travel management - arranges flights, hotel, ground transportation, itineraries, registration and other logistical planning.
• Reconciles and submits EVC/CAO expenses and reimbursements and pro-card. Processes financial transactions, monitors and helps with preparation of financial and various budget reports for office.
• Provides executive-level support as Board Liaison to the Board of Trustees Facilities and Campus Planning committee meeting including agenda and material preparation and minute taking.
• Works collaboratively with other offices at the university to ensure the EVC/CAO has all relevant material and briefings needed, in advance, for meetings and gathers information from appropriate sources. May develop prep materials as needed and handle broad dissemination of information. In consultation with the EVC/CAO, establishes agendas for meetings, tracks action items to ensure follow up and resolution of issues. Attends and captures content of meetings as requested prioritizes and directs workflow to others as appropriate.
• Assists with management and coordination of special projects as required, including those of a sensitive and/or confidential nature, handling matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures. Assists with events as needed by the EVC/CAO, including town halls and other collaborative functions. Responsible for managing logistics affecting the EVC/CAO related to those events. Helps to coordinate conferences and committee work for the EVC/CAO. Coordinates participation in forums, seminars and activities. May draft and edits documents, presentations and proofread all materials. Manges standing committee/task groups, including digital assets and repositories relating to committee work.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific c