Assistant to the Vice President for Communications and Strategy, Division of Communications and Marketing

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.

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.

• Manage and maintain the Vice Presidents complex calendar including scheduling internal and external meetings calls travel and events.

• Prepare and organize 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 and the division.

• Process and monitor departmental invoicing budget tracking and procurement processes for the Division of Communication and Marketing alerting departmental leadership to issues as they arise.

• Coordinate and schedule departmental meetings retreats trainings and special events including preparation of agendas minutes communications and follow-up activities.

• Organize departmental 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 and departmental leaders including registration transportation and accommodations; process related travel reimbursements.

• Maintain department 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.

• Perform other duties as assigned.

• Accuracy Demonstrates high attention to detail and thoroughness in all work.

• Adaptability Comfortable managing shifting priorities and ambiguity in a dynamic environment.

• Ambition The extent to which an individual demonstrates drive and initiative in seeking personal advancement or recognition.

• Confidentiality-Maintains the utmost confidentiality in handling sensitive issues and documents.

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• 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.

• Organized 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.

Education: High school diploma or equivalent required; associates degree or higher or three or more years of related administrative experience preferred.

Experience: At least three years of experience in administrative support preferably supporting senior leadership or a complex office. Experience in higher education marketing communication corporate or a similarly complex deadline-driven environment is highly desirable.

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)

WORK ENVIRONMENT

Normal office environment. 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.