Executive Assistant to the VP Marketing Communications

Salary/Position Classification

• $75000$85000 annual Exempt
• 40 hours per week
• The work schedule will be 8:00 a.m. 4:30 p.m. MondayFriday and occasional nights and weekends based on the needs of the VP and/or the division.
• This position will work onsite the Grand Forks ND campus.

Purpose of Position

The Executive Assistant to the Vice President of Marketing and Communications manages the operation of the Division by facilitating administrative workflow implementing procedures to ensure maximum efficiency of the Vice Presidents time regarding phone calls calendar and correspondence. To act as a key part of the public face aspect of the Division including varied interactions with diverse constituencies; to coordinate and arrange assigned events; and obtain communicate and manage information. To serve as a member of Ceremonies and University Events Team.

Duties & Responsibilities

• Facilitate administrative workflow for Vice President and Marketing & Communications staff
  • Manage and prioritize the Vice Presidents complex calendar.
  • Schedule meetings arrange location and technology needs.
  • Followup on emails; initiate compose and produce correspondence.
  • Coordinate and contribute to the collection of data for reports and projects; maintain confidentiality in handling correspondence that deals with sensitive or confidential topics or issues.
  • Meet deadlines on reports forms and other documents.
  • Prepare and distribute meeting agendas and minutes as needed.
  • Make travel arrangements for VP and other division staff as requested.
  • Serve as the face of the Division of Marketing & Communications.
  • Act as project administrator on selected highlevel projects.
  • Serve as the Primary Building Safety & Security Representative for Skalicky Tech Incubator.
  • Advise the Vice President on divisional matters that may adversely affect the mission and/or place the university in a position of liability.
• Human Resources and Payroll Processes
  • Stay current with processing paperwork/procedures for human resources transactions.
  • Processes payroll documents as needed to include add pays hiring and terminations in Managers Self Service
  • Coordinates the hiring process in the PageUp Recruitment system for the division.
  • Ensures the division is aware of any changes to processes regarding human resources transactions.
  • Assist supervisors with onboarding and offboarding of staff.
• Serve as liaison and resource for the division
  • Review office procedures and implement improvements to ensure responsibilities are carried out in an efficient manner.
  • Implement uptodate processes and technology when appropriate.
  • Provide information on policies and procedures and make policy and procedural recommendations.
  • Assist with proofreading and provide input on documents/reports etc.
  • Serve as Telephone Counselor for the Division.
  • Assume responsibility for records retention according to the UND records management policy.
  • Complete key/EDA requests key inventory.
  • Serve as a member of the Marketing & Communications Leadership Team.
  • Complete and/or oversee the completion of major and minor equipment inventory.
  • Provide accurate campus referrals and wellinformed answers.
  • Receive distribute and dispatch mail.
  • Be an active member of Division and/or University committees based on interest availability or as requested.
  • Serve as M&C Division representative on the Policy Advisory Committee.
• Advisor to VP for division budgets
  • Work closely with the Division Account Tech and Division Budget Manager in maintaining division budgets.
  • Schedule and/or participate in weekly meetings with Account Tech and Division Budget Manager; monthly meetings with VP and Division Budget Manager; quarterly meetings with Division Budget Manager and directors of Ceremonies & University Events and UND Communications; and quarterly meetings with Resource Planning & Allocation staff.
  • Work with Division Budget Manager regarding funding use and to advise VP on division budget decisions.
• Supervision
  
  • Supervise Account Technician; monitor workload approve leave and assign duties as needed. Dayto day workload assignments and supervision done by Division Budget Manager as they are colocated.
  • Perform probation/annual evaluations of Account Technician.
• Serve as a member of ceremonies and university events (CUE) team
  • Participate event planning meetings.
  • Serve as a conduit regarding budget processes between CUE and division budget staff.
  • Assist with setup and takedown of annual University events and ceremonies organized by the CUE team.

Required Competencies

• Multitasking abilities with strong planning and organizational skills.
• Strong verbal and written communication skills.
• Excellent time management skills.
• Ability to set and follow timelines
• Ability to anticipate workrelated needs and timelines.
• Strong attention to detail skills.
• Ability to perform as a team player and work group leader.
• Ability to learn new skills/processes while maintaining a positive and professional attitude
• Experience with coordination and organization of time and resources.
• Experience recognizing handling respecting and protecting sensitive information.
• Experience with conducting professional communication interactions on phone email and facetoface.
• Ability to establish and maintain a positive and professional work environment.
• Proven communicationrelated abilities sharing appropriate information in a quality and appropriate manner.

Minimum Requirements

• Bachelors Degree
• 5 years working as an administrative assistant in a professional office setting.
• Proficient skills and experience with Microsoft Word Excel Outlook and PowerPoint.
• Successful completion of a Criminal History Background Check

In compliance with federal law all persons hired will be required to verify identityand eligibility to work in the US and to complete the required employment eligibility verification form upon hire.This position does not support visa sponsorship for continued employment.

First consideration will be given to internal qualified candidates.

Preferred Qualifications

• Experience supporting seniorlevel management.
• Experience with NDUS systems (PeopleSoft HCM Perceptive Content and PageUp).