Executive Administrator, Student Affairs

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The Executive Administrator reports to the Vice President for the assigned department and provides high-level support to the Vice President and several department AVPs. As the primary contact for internal and external constituencies regarding the VPs office this role involves performing general office management duties. This critical position is a vital resource for staff students and the various constituents served by the College. It demands attention to detail excellent interpersonal and writing skills and the ability to work under pressure in a fast-paced environment.

ESSENTIAL JOB DUTIES

• Provide primary administrative support to the department Vice President.
• Provide day-to-day administrative support for the departmental staff.
• Coordinate the VPs calendar organize meetings and appointments book space as needed and work closely with the other Executive Administrators across the college.
• Manage agendas take notes assign and disperse action items and facilitate information sharing at departmental and interdepartmental meetings as assigned.
• Help manage and maintain the divisional budget. Prepare and submit requisitions for goods; process cross-departmental invoices. Interface with Finance Procurement and Accounts Payable offices to ensure prompt and accurate payments.
• Manage various special projects assigned by the VP and divisional leadership communicating goals deadlines deliverables and status to relevant stakeholders and soliciting feedback from suitable parties.
• Complete expense reports and other tasks in Workday on behalf of the VP.
• Draft edit and prepare correspondence talking points Board of Trustee reports and slide decks.
• Make travel plans and itineraries utilizing Concur.
• Liaise regularly with the VP to inform them of upcoming commitments responsibilities and divisional needs.
• Assist managers with coordinating logistics for recruitment and interview processes
• Assist managers with onboarding new hires to ensure they have the necessary office equipment and access. Manage and maintain documents and files.
• Develop and coordinate the communication of internal and external policies and procedures making recommendations for process improvement and efficiencies.
• Collaborate with the administrative associate and student workers in the Student Affairs office suite.
• Serve as an organizational resource on general office inquiries and needs including but not limited to purchase orders and requisition work order requests office supply orders etc
• Provide guidance and training to other staff members as required. Submit and track progress on routine IT Facilities and Archival requests.
• Provide cover for and assistance to colleagues as required.
• Perform other miscellaneous duties as assigned.

QUALIFICATIONS Qualifications are deemed required or preferred and represent what is needed to perform the job effectively.

• Bachelors Degree in Business Finance or related field or equivalent experience is required.
• Minimum 5 years of administrative experience in a complex organization including direct support to senior-level administrators.
• Experience using Concur and Workday for finance and HR is highly desired.

KNOWLEDGE SKILLS AND ABILITIESThese may represent but are not all-inclusive the knowledge skills and abilities commonly associated with the job.

• Writing/editing skills project management skills professionalism and discretion required.
• Exceptional accuracy and attention to detail required.
• Google Workspace experience preferred.
• General knowledge of budgeting and accounting procedures.
• Proficiency in using computer software and learning new software easily.
• Strong organizational skills and the ability to follow through on tasks and requests.
• Ability to maintain multiple projects simultaneously and to prioritize tasks.
• Self-starter with excellent interpersonal communication and problem-solving skills.
• Strong written communication and editing skills.
• Ability to maintain a high level of confidentiality.

PHYSICAL ABILITIES Activities commonly associated with the performance of the functions of this job. The physical demands described below represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• This position is generally sedentary in nature; movement throughout the area is required occasionally.
• Intellectual/mental concentration need to concentrate intellectually for periods of time
• Continuous oral and written communication with students co-workers and supervisors is essential.
• Repetitive movements occasional lifting of up to 10 pounds reaching lifting stooping and the ability to read a computer screen detect color-coding and read fine print will be expected.
• All Student Affairs staff are expected to actively participate in and support major divisional and institutional programs and events including but not limited to student and staff trainings move-in move-out Commencement the Student Organization Fair and other key community-building initiatives. This may include evening and weekend commitments.

WORK ENVIRONMENT Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions.
• Requires the ability to stand and/or sit for long periods of time
• Required to move/lift objects that are light
• Required to move/lift objects Occasionally

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested subject to all applicable state and federal laws. Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.

Compensation: $64500.00 - $79000.00 annually commensurate with experience.

Grade of Position: 23-08E

Scheduled Weekly Hours: 36.25

Division:

In addition to a competitive salary Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20 hours per week.

Benefits include outstanding health plans with limited out-of-pocket expenses dental plans generous time-off programs and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.