Summary: Provide administrative and confidential executive assistant support for Assistant/Associate Vice Presidents (AVP) for Academic Affairs. Manage/coordinate daily front office duties and assist with daily operational activities in the Office of the Provost.

Responsibilities:

• Provide executive assistant support for Assistant/Associate Vice Presidents (AVP) including the ability to work independently and proactively on administrative assignments and projects requiring analytical, organizational, communication, and problem-solving skills, often with deadline pressures
• Lead/manage/coordinate specific, complex projects/programs, from conception to successful completion, conducted within the Office of the Provost whether self-initiated or assigned by others which may involve planning and coordinating work, analyzing data, preparing reports, and making recommendations while maintaining a realistic balance among multiple priorities
• Manage/maintain multiple extremely active AVP calendars including scheduling large group meetings as well as routine committee and individual meetings; coordinate support services associated with meetings, conferences, travel, and other related duties
• Support AVP committee/initiative activities
• Create, process, and maintain confidential materials for executive-level meetings
• Provide backup support for other Executive Assistants as necessary
• Create and/or maintain numerous complex websites, both temporary and permanent
• Develop and maintain databases
• Support university strategic planning, assessment, and accreditation activities, including institutional-level accreditation with Higher Learning Commission
• Hire, train, supervise, and coordinate assignments for student employees
• Manage, order, and maintain an inventory of office supplies; initiate purchase requisitions
• Manage/coordinate front office support for the Office of the Provost which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; create, maintain, and update office filing system; assist other administrative staff as needed
• Other related duties as assigned

Required Qualifications:

• High School diploma required
• Minimum of three years related work experience and/or relevant training
• Awareness of the organizational structure of an Academic Affairs Division at a University
• Embraces a teamwork structure with the ability also to be effective independently
• Demonstrated strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Demonstrated ability to plan and execute projects independently, successfully handle multiple demands efficiently, work under pressure, and meet deadlines
• Demonstrated proactive approaches to problem-solving
• Evidence of ability to develop and maintain computer databases and develop and maintain websites
• Demonstrated experience to successfully use various and complex computer software applications such as Microsoft Office applications (including Outlook, Excel, Word, and PowerPoint) and Adobe Acrobat Professional
• Demonstrated strong interpersonal skills with the ability to maintain positive intercultural and interpersonal relationships
• Demonstrated experience to successfully provide high-quality customer service
• Demonstrated experience to successfully maintain high-level work performance and attendance records
• Evidence of executive secretarial skills including excellent verbal and written communication skills, grammar and proofreading skills, demonstrated spelling and typing competency

Preferred Qualifications:

• Bachelor’s degree or equivalent experience
• Prior executive secretarial experience
• Prior experience working in higher education
• Prior experience using software applications such as Banner, OnBase, Concur, Workday and CMS

Expectations of Professional Behaviors:

• Manages professional relationships and responsibilities in a manner that reflects well on the Office of the Provost
• Maintains and develops skills necessary to perform work
• Demonstrates flexibility, openness, and receptivity to new ideas and approaches
• Demonstrates innovation, creativity, and informed risk-taking
• Uses resources effectively and efficiently

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Salary: Commensurate with experience

Campus: Allendale Campus

Job Type: 12-month, Full Time, Monday through Friday 8 a.m. – 5 p.m.

How To Apply: Please include a cover letter and resume. The online application will allow you to attach these documents electronically. On the application, you will be required to provide names, phone numbers, and e-mail addresses for three professional references. Applicants selected for interviews will be required to submit official transcripts prior to the interview. If you need assistance, please call Human Resources at 616-331-2215.

Application Deadline: May 29, 2023