Executive Assistant to the VP SEAS (Student, Equity, Access & Success)

General Summary: 

The Executive Assistant will provide high-level administrative support to the Vice Provost for Student Equity, Access, and Success (VPSEAS) as well as the designated Assistant Vice Provost to further grow a transformative collegiate environment centered on developing an anti-racist, health-promoting community. The incumbent will perform complex, varied and confidential administrative, financial, and communication functions supporting the Vice Provost’s strategic priorities and to ensure the efficiency and effectiveness of day-to-day operations and communications of the SEAS department. The incumbent will serve as a liaison to the VPSEAS for all high-level internal and external constituencies; will assist in the collaboration with key functional areas of the university; and will provide coverage to the AVP-Ops in their absence.

Examples of Duties: 

• Serve as the first point of contact for the VPSEAS’s Office for the campus community and external community visitors and provide high-level administrative support to the VPSEAS; greet and direct visitors; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail;
• Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence;
• Assist the VPSEAS in ensuring that inquiries or requests from students and inquiries, requests and/or confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner;
• Maintain confidentiality and discretion in handling sensitive information and files;
• Manage the executive calendar for the Vice Provost including scheduling appointments and meetings;
• Collect, prepare and analyze briefing and background materials in preparation for the Vice Provost’s meetings in coordination with other university staff and follow-up on any details related to these meetings;
• Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed;
• Schedule and coordinate meetings, including preparation of agenda and report materials; record, transcribe, and distribute meeting minutes, coordinating with other VPSEAS direct reports as may be needed;
• Manage written and electronic records for the VPSEAS area, including those on the university network such as the OneDrive and ensure that required retention policies are maintained;
• Manage all operational functions for office, including, but not limited to budget preparation and monitoring, travel, purchases and payment of invoices, including use of any necessary systems such as BuyWays and Concur;
• Assist in the coordination, planning and implementation of divisional events;
• Hire, schedule, supervise and evaluate student employees within the Office of the Vice Provost ensure that office coverage and vacation schedules are established and coordinated. Coordinate student employee coverage across SEAS units as needed.
• Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; monitor progress and provide troubleshooting and/or problem solving when necessary;
• Represent SEAS on committees or at meetings, as determined and approved by the VPSEAS or their designee;
• Perform other duties as assigned.

Qualifications: 

Bachelor’s degree and a minimum of three-five (3-5) years of administrative or public relations/collaboration with internal partners and external constituencies experience is required. Experience may include providing executive assistant or high-level lead administrative support, preferably in an educational setting or in student life programs. An additional four (4) years of administrative assistant experience, which may include experience in providing executive assistant or high-level lead administrative support, can be substituted for the required Bachelor’s degree.   Advanced computer literacy, including Microsoft Office Suite, is required. The incumbent may be required to work occasional evening and/or weekend hours as needed.   Preferred Qualifications:

• Knowledge and demonstrated experience in using Microsoft Teams.
• Experience working with budgets and the monitoring of budgets to actual results
• Experience working in a diverse organizational environment preferred.
• Demonstrated ability to take initiative and also knowing when to ask for help.

Knowledge, Skills and Abilities:

• Knowled