Executive Operations Administrator

The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.


GENERAL SUMMARY

The Executive Operations Administrator exhibits a high level of professionalism, proactive thinking, and the ability to anticipate the needs of C-level executives and campus operations. This individual must possess the capability to manage sensitive and confidential information while supporting executive leadership.


The position requires comprehensive administrative and operational support, as outlined below. The successful incumbent will have advanced proficiency in Microsoft Word, Excel, and PowerPoint, along with exceptional written and verbal communication skills.


Key responsibilities include coordinating activities and communications across multiple campuses, departments, and programs on behalf of the Chancellor and executive leadership. The role will also overseeing event logistics, managing complex calendars for C-level executives, organizing domestic and international travel, tracking executive team budgets and time off, and compiling data reports. Additionally, the incumbent will be responsible for creating and editing time-sensitive presentations, handling phone communications, and managing expense reporting and spreadsheets to support institutional needs.


This role requires a proactive individual capable of leading high-level administrative functions and ensuring the smooth operation of campus activities.


ESSENTIAL DUTIES AND RESPONSIBILITIES

Include but are not limited to the following categories:


Calendaring

Coordinate, schedule and update of calendars across time zones and geographies.

Collaborate with other administrative assistants to coordinate university meetings, group discussions and ongoing executive-level committee meetings on behalf of the Chancellor.

Compile and distribute meeting agendas and minutes for executive level meetings.

Manage high volume meeting requests for the Office of the Chancellor; critically prioritize meetings to ensure effective and efficient scheduling and use of time.


Events and Logistics

Provide primary support for meetings to include, but not limited to, arranging meeting logistics, preparing agendas, collecting any supporting information, and compilation/distribution of meeting minutes.

Work in collaboration with IT department to ensure a smooth and seamless meeting experience. Meeting platforms include live meetings/interactive software, video conferences, conference calls, Town Halls, etc.

Coordinate offsite meetings and logistics, and associated hotel accommodations, catering, room set up, document preparation, etc.

In partnership with the Campus Director, coordinate, develop and support local campus events and functions.


Expense Reporting and Invoicing

Manage and prepare expense reports using online expense portal and/or manual methods; submit for reimbursement.

Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure.

Collaborate with Controller and Accounts Payable department to manage expense and invoicing process for the Office of the Chancellor.


Travel Planning:

Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information and confirming reservations.

Conduct research as needed for travel arrangements to ensure efficiency and cost-effectiveness.

Create detailed itineraries with all pertinent information to ensure a seamless travel experience.


Communications:

Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, trust and support.

Prepare general communications to ensure timely and clear dissemination of university-critical information.

Review and edit communications and presentations on behalf of senior leadership.


Reporting, Presentations and Project Management:

Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed.

Prepare, process, and maintain database for special reports, including invoices, check requests, time off forms, expense reports, memberships, subscriptions and other needs as directed.

Establish an organized system for maintaining regular and confidential files and records.

Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and proc