Assistant to the Vice President for Institutional Equity
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Job Location:
Greencastle, PA - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
DePauw University is an Equal Employment Opportunity Employer: Women members of underrepresented groups and persons with disabilities are encouraged to apply. Position will remain open until filled.
This position is not eligible for immigration sponsorship at this time.This is a part-time position working 1000 annual hours.
The Assistant provides high-level confidential administrative and operational support to the Vice President for Institutional Equity and the Division of Institutional Equity. This position is responsible for executive scheduling meeting preparation receipt and invoice tracking office management and the divisions administrative coordination. With limited supervision the Assistant ensures the efficient daily operation of the division while professionally supporting the divisions strategic objectives.
Reasonable Accommodations Statement
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)
Manage and maintain the Vice Presidents complex calendar including scheduling internal and external meetings calls travel and events.
Prepare meeting materials for the Vice President including agendas background documents presentations and briefings ensuring all materials are accurate complete and provided in advance.
Develop track reconcile and submit receipts invoices reimbursements and other financial paperwork for the Vice President.
Process and monitor the divisions invoicing budget tracking and procurement processes alerting leadership to issues if they arise.
Coordinate and schedule divisional meetings retreats trainings and special events including preparation of agendas minutes communications and follow-up activities.
Organize divisional office operations to maximize efficiency including inventory equipment and supplies.
Serve as the primary point of contact for internal and external inquiries to the Vice President prioritizing and triaging incoming requests.
Assist with travel arrangements for the Vice President including registration transportation and accommodations; process related travel reimbursements.
Maintain divisional files correspondence and confidential records in accordance with university policy and applicable laws.
Maintain security and confidentiality of sensitive information at all times.
Support other administrative needs for the Vice President and the division including routine correspondence document preparation and special projects as assigned.
Other duties as assigned.
POSITION QUALIFICATIONS
Competency Statement(s)
Accuracy: Demonstrates high attention to detail and thoroughness in all work.
Adaptability: Comfortable managing shifting priorities and ambiguity in a dynamic environment.
Confidentiality: Maintains the utmost confidentiality in handling sensitive issues and documents.
Diversity Oriented - Commitment to valuing a variety of different experiences encouraging input and collaboration from campus stakeholders including being mindful of experiences related but not limited to: age gender race ethnicity religion socio-economic status LGBTQ and/or job type.
Judgment: Exercises sound judgment and decision-making particularly regarding confidential or time-sensitive matters.
Organization: Skilled at managing multiple tasks tracking projects and meeting deadlines in a fast-paced setting.
Problem Solving: Proactively identifies and solves administrative and logistical challenges.
Relationship Building: Develops positive professional relationships within the division and across the university.
Self-Motivation: Takes initiative works independently and demonstrates strong follow-through.
Teamwork: Collaborates effectively within a team and across departments.
Time Management: Organizes workload and priorities efficiently.
SKILLS & ABILITIES
Education: High School Diploma or General Education Degree (GED) required; Associates Degree or higher preferred.
Experience: At least two years of experience in administrative support preferably supporting senior leadership or a complex office. Experience in higher education nonprofit corporate or a similarly complex deadline-driven environment is highly desirable.
Communication/Language: Strong written and verbal communication skills required.
Math Ability: Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.
Computer Skills: Advanced knowledge of scheduling and collaboration tools (e.g. Google Suite Zoom etc.) required. Knowledge of or willingness and ability to learn institution-specific software for budgeting and procurement (e.g. Workday) is expected.
PHYSICAL DEMANDS
Physical Demands
Lift/Carry
Stand
O (Occasionally)
Walk
O (Occasionally)
Sit
F (Frequently)
Handling / Fingering
F (Frequently)
Reach Outward
O (Occasionally)
Reach Above Shoulder
O (Occasionally)
Climb
O (Occasionally)
Crawl
O (Occasionally)
Squat or Kneel
O (Occasionally)
Bend
O (Occasionally)
Speak
F (Frequently)
10 lbs or less
O (Occasionally)
11-20 lbs
O (Occasionally)
21-50 lbs
O (Occasionally)
51-100 lbs
N (Not Applicable)
Over 100 lbs
N (Not Applicable)
Push/Pull
12 lbs or less
O (Occasionally)
13-25 lbs
O (Occasionally)
26-40 lbs
N (Not Applicable)
41-100 lbs
N (Not Applicable)
N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5 hrs/day)
Other Physical Requirements
Vision (Near Distance Peripheral Depth Perception)
Hearing (Auditory perception or audition) per normal office environment.
WORK ENVIRONMENT
Normal office environment with occasional event or travel-related work as needed.
We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant intellectual and creative lives for students and for ourselves. Principles of collaboration respect for each other diversity freedom of expression accountability and service guide the daily decisions and interactions across campus.
DePauw University in affirmation of its commitment to excellence endeavors to provide equal opportunity for all individuals in its hiring promotion compensation and admission procedures. Institutional decisions regarding hiring promotion compensation and admission will be based upon a persons qualifications and/or performance without regard to race color creed religion national origin sexual orientation disability age gender gender identity or gender expression except where religion gender or national origin is a bona fide occupational qualification.
DePauw Universitys goals and commitments are best served if the institution reflects the diversity of our society; hence DePauw seeks diversity in all areas and levels of employment and abides by all local state and federal regulations concerning equal employment opportunities. The University admits hires and promotes individuals upon their qualities and merits.
Employee Benefits Overview
There are many benefits offered to DePauw Employees.
For full time benefits eligible employees these benefits include medical dental and vision insurance. Basic Life insurance Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their voluntary benefitsTuition Remission and Exchange as well as Relocation Allowance are also employee benefits. Seethe Benefits Hub.
All employees may participate in the retirement savings plan as well as employee discounts and access to University resources.
At DePauw we recognize that our employees need to balance work and home. Please refer to University Policies forVacation TimePersonal Time(hourly)andSick Timepolicies in theEmployee Handbookfor more information on these and other benefits. When you need support theCigna Employee Assistancebenefit is available to all employees and their households.
ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER SUCH AS:
- Welch Fitness Center and wellness classes
- Indoor Tennis and Track Center
- University Libraries
- Peeler art galleries
- Green Center for the Performing Arts events and programs
- Ubben lecture series
- Free athletic events
- Bookstore and Starbucks (Greencastle) discounts
- Employee discounted meal plan
- Free parking
- Nature park including walking and biking trails
- Personal duplicating and printing discounts
EEO is the law. Click here for more information.
Required Experience:
Chief
Key Skills
- Digital Marketing
- Information Systems
- F&B
- Biomedical
- Air Conditioning
About Company
DePauw University develops leaders the world needs through an uncommon commitment to exploration, collaboration and innovation in the liberal arts and sciences.
