Heidelberg University Hiring for Executive Assistant at University Hall Full Time

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Reporting to the President and the Vice President for Academic Affairs & Provost, the Executive Assistant manages the day to day affairs of the Offices of the President and Academic Affairs. This position will coordinate and contribute to a variety of activities and programs in support of the President and Academic Affairs divisions of the University. This position also serves as the confidential Assistant Secretary to the Board of Trustees.

SUPERVISION RECEIVED:

Reports directly to the President and the VPAA & Provost.

SUPERVISION EXERCISED:

The Executive Assistant directly supervises student employees, and graduate assistant(s) of the Offices of the President and VPAA & Provost. The Executive Assistant provides leadership and guidance on performance expectations to all campus support staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Creates and manages highly confidential material and correspondence requiring discretion and diplomacy in support of the mission and function of the Offices of the President and VPAA & Provost including, but not limited to: meeting minutes, faculty personnel matters, data gathering and the development of pertinent reports and spreadsheets.

Participates as a member of the Strategic Leadership Team and reviews, recommends, and develops campus wide programs and policies in support of the Enrollment Management, Student Affairs, Academic Affairs, Administration and Business Affairs, University Advancement, Alumni Affairs and Community Relations, and Human Resource functions of the University.

Serves as Assistant Secretary to the Board of Trustees and provides executive and administrative support for regular meetings of the Board as well as the Governance Committee and the Academic Affairs Committee.

Responsible for assisting and coordinating with the Academic Collaborative Leadership Team on a variety of Academic Affairs events throughout the year including, but not limited to, New Faculty Workshop, New Faculty Orientation, December Graduation, Student Awards Ceremony, the Academic Excellence Dinner, Baccalaureate, and Commencement.

Responsible for managing the President’s and VPAA’s daily and extended schedules.

Coordinates bi-annual training and professional development opportunities for campus support staff. Develops and implements campus policies and practices to provide consistent support functions. Incorporates a cross-functional team approach for orienting and training new campus administrative assistants.

Sets the tone for the administrative support function of the University.

Coordinates the budget of the offices and oversees applicable budget transfers, requisitions, and reconciliation of credit card receipts / statements.

Greets and assists students, faculty, staff, and visitors as needed in support of the University’s mission and objectives.

Maintains all information as confidential as required.

Other responsibilities as assigned by the President and VPAA & Provost.

Requirements

CORE VALUES AND PERSONAL ATTRIBUTES:

• Core values – models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work.

• Intellectual dynamism – demonstrates mental sharpness, capability and agility.

• Self-knowledge – gains insight from successes and mistakes.

• Personal learning – seeks feedback and counsel to improve managerial behavior.

• Peer relationships – encourages collaboration and cooperation across the organization.

• Teamwork – performs most effectively as a hard-working member of a team.

• Constituency focus – completes work to meet constituencies’ expectations and requirements.

• Community focus – brings a spirit of enthusiasm and energy to the campus and town.

DESIRED ATTRIBUTES AND QUALIFICATIONS:

Education and Professional Experience:

(A) Associate degree in business management or related field; and,

(B) Five (5) to seven (7) progressively responsible experience in an executive support role; or,

(C) An equivalent combination of education and / or relevant increasingly responsible experience.

Preferred Education and Experience:

(A) Master’s degree;

(B) Experience in a higher education setting.

Necessary Knowledge, Skills, and Abilities:

Extensive knowledge and support experience in a professional office setting.

Impeccable oral and written communication skills for effective interactions with a broad range of individuals at various levels within the organization.

Proficiency with various computer applications including word-processing, spreadsheets, and graphics.

Ability to work both independently as well as cooperatively in a team setting.

Excellent ability at preparing and maintaining minutes and records of proceedings. Skill at short-hand is a preferred skill.

Ability to lead a team, develop rapport with a diverse population, and encourage and support cross-functional job performance.

Exceptional self-motivation, integrity, and creativity.

Adept at consistently managing multiple tasks and priorities and adhere to strict deadlines.

Ability to interact professionally and effectively with staff and all offices across campus.

TOOLS AND EQUIPMENT USED: Knowledge of operation and use of various office equipment including, but not limited to: personal computer, including spreadsheet and word processing software, integrated database software, fax machine, copier, telephone, scanner, and printers.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

While performing the duties of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to be mobile, communicate, and hear.

The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move more than twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include varied degrees of occasional stress while performing job duties.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee frequently works in an office setting. The noise level in the work environment will range from moderately quiet.

SELECTION GUIDELINES: The Executive Assistant to the President and VPAA & Provost will be selected after a formal application procedure, education and experience rating, oral interview, and reference check. Job related tests may be required. All offers of employment are contingent upon a satisfactory criminal background screen, motor vehicle record search, drug and alcohol screen, physical and / or psychological examination at the University’s discretion.