Millersville University Hiring for Executive Associate to the Vice President for Student Affairs at Millersville, PA Full Time

P01012

Position Type:

Staff

Department:

VP Office – Student Affairs Staff

Working Title:

Executive Associate to the Vice President for Student Affairs

Classification:

Operational Leadership/Professional 160 – S160

Nature of position:

Permanent, Full-time

Days Worked:

Monday to Friday

Hours/Shift worked:

8:00 A.M. to 4:30 P.M.

Union:

Management

Job Summary/Basic Function:

This position will serve as an Executive Associate for the Vice President for Student Affairs (VPSA). The major responsibilities of the position will focus on a wide variety of assignments as well as the day-to-day oversight and management of the VPSA’s office operations. Some activities would include but not be limited to the preparation of reports, analytic analysis, monitoring project timelines, review of policies and procedures and make recommendations to the VP. The Executive Associate will review and monitor all business activity related to the management of the office operations and delegate projects and assignments to the appropriate Student Affairs direct reports, including the Secretary for Student Affairs. This position will require specific understanding of each major function within the division to make important decisions regarding the allocation of assignments for the VP. In addition, Executive Associate will act as a liaison to other institutional offices, state offices, and the external community. This position will attend meetings on the VPSA’s behalf if the VP is unable to attend.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path.. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Salary Range: $50,000.00 – $58,000.00, plus comprehensive benefits, including:

• Health insurance – Low bi-weekly premium, with coverage starting on the first day of employment for employee and all dependents.
• Dental insurance – Coverage is free to employee and dependents with coverage starting on the first day of employment.
• Vision insurance – Coverage is free to employee and dependents with coverage starting on the first day of employment.
• Group life insurance – Equal to annual salary (up to $50,000) at no cost to the employee.
• Voluntary Group Life and Accident Insurance – Available for purchase at low rates for additional employee coverage as well as coverage for spouse and children.
• Long Term Disability Insurance – Available for purchase at low rates with either a 90 or 180-day waiting period.
• Retirement – 2 plans to choose from.
• Tuition waiver – for employee, spouse, and dependents.
• Personal leave – Up to 6 days per year.
• Vacation leave – Up to 10.4 days accrued per year for first year, increases to 15.6 days per year after 1 year.
• Sick leave – Up to 15.6 days accrued per year, including up to 5 days per year that can be taken to care for a family member.
• Holiday leave – 12 days per calendar year.

For description of benefits available, see The State System Employee Benefits Summary athttps://www.passhe.edu/inside/HR/syshr/benefit_highlights/SSHE_Highlights.pdf
At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.Required Qualifications:

• Bachelor’s degree and two years of administrative experience performing administrative assistant functions or the equivalent combination of education and experience to successfully perform the duties of the position.
• Experience scheduling complex meetings and/or events.
• Experience in budget management.
• Proficiency at a university level in oral and written communications and proofreading.
• Highly effective interpersonal and phone skills.
• Strong sense of diplomacy, responsibility, and tact.
• A high degree of integrity and adherence to confidentiality.
• Excellent planning and organizational skills, with the ability to handle multiple priorities and projects.
• Ability to deal with personnel matters and office management.
• Highly skilled in the use of Zoom and Microsoft Office, with a strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook, and Teams.
• Independent judgement, personal responsibility, and anticipatory thinking.
• Comfort with dynamic, fast-paced work environments.
• A sense of urgency and attention to deadlines and details.
• Flexibility, willingness, and ability to pursue and adopt new ideas, information and technology, and process and summarize information.
• Ability to communicate effectively with people from varied social, educational, and economic backgrounds and demonstrate sensitivity to diversity and multicultural issues.
• Evidence of a commitment to diversity, equity, and inclusion.
• Successful interview.
• Successful completion of three background checks.

Preferred Qualifications:

• Master’s degree.
• Prior experience supporting an executive or manager in a university.
• Banner, People Admin and/or SAP experience.

Job Description:

• Maintain the Dean’s calendar, schedule meetings, facilitate effective workflow in the dean’s office.
• Research matters, procedures and processes as requested by the VP. Apprise the VP of matters that may be of significance.
• Respond to communications (correspondence, emails, telephone contacts, etc.) as authorized by the VP.
• Draft correspondence and reports for the VP.
• Edit drafts prepared by other divisional staff members.
• Prepare:
  • briefing materials for the VP’s presentations and meetings.
  • documents and processes for administrative searches.
• Draft documents and reports for meetings with the Council of Trustees and Cabinet.
• Monitor complaint investigation and resolution.
• Coordinate the timely submission of internal and external reports.
• Review guidelines for various reports and processes and develop revisions/updates as required.
• Ensure the integrity of confidential matters related to the VP’s office.
• Participate in campus events and meetings as a member of VP’s office.
• Assist the VP as a point of contact for students and parents.
• Act as a liaison to other institutional offices, state offices, and the external community.
• Work closely with all the units within Student Affairs, the Secretary for Student Affairs, department directors, the President’s Office, and Human Resources to ensure high performance.
• Work collaboratively to keep all staff within the VP’s Office appropriately advised of issues that directly affect them or matters relevant to the operation of the division and ensure matters of confidentiality are maintained as such.
• Attend and participate in Student Affairs leadership meetings, VP staff meetings, VP administrative meetings and other meetings/committees as directed by the VP.
• Conduct staff meetings to prioritize and ensure tasks/projects are being completed timely and accurately.
• Refer all customer service calls/emails that originate from the President’s Office or VP for Student Affairs office are referred to the appropriate area.
• Ensure integrity of confidential matters related to the VP’s office.
• Provide follow-up details to the President’s Office and VPSA.
• Supervise student workers.
• Provide work assignments and monitor completion of tasks.
• Prepare, manage, and monitor the Division budget to include the VP’s budget and inform the VPSA of any issues within the budget.
• Ensure fiscal responsibility by actively monitoring and managing the budget; keeping the VP informed of budget status and working with the budget office, directors, and administrative staff to ensure fiscal responsibility. Work with the VP to determine the best sources of funding for various projects.
• Initiate and prepare annual division budget resource request process. Prepare the budget guidelines for directors in preparation of their budgets. Prepare the annual resource request for submission and approval by Cabinet.
• Serve as a participating member of Student Affairs leadership team and recorder for the meeting minutes, prepare and disseminate pertinent information to members.
• Assist the VP with the Parent’s Council.
• Work closely with the VP in planning and coordinating retreats and special events.
• Assist in employment searches.
• Research and assist in the application and management of grants.
• All other duties as assigned.

Essential Functions:

• No or very limited physical effort required.
• No or very limited exposure to physical risks.
• Extensive writing skills (prepare and organize complex documents).
• Extensive verbal communication skills (provide information and assistance regularly).
• Intermediate math skills.
• Most work done at a desk, utilizing a computer and phone.
• Work is normally performed in a typical interior/office work environment.
• Understanding of written and verbal directions.
• Ability to sit for long lengths of time.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

Posting Open Date:

07/18/2023

Posting Close Date:

08/06/2023

Special Instructions to Applicants:

• Periodic unscheduled overtime may be required depending on office needs.

Quicklink for Posting/Requisition:

https://jobs.millersville.edu/postings/10870