Executive Assistant to the VP of Student Experience

Alfred University
United States, New York, Alfred
1 Saxon Drive (Show on map)
Dec 06, 2024
Partner with the Vice President and Dean for Student Experience to effectively manage the Student Experience Unit by providing calendar coordination, preparation of materials for Board of Trustee meetings, maintenance of confidential files and information, administrative oversight of Unit budget and periodic support to department leads within the Unit. Salary/Rate: $19.00 per hour, 35 hours per week Essential Functions Drafts, types, edits, or initiates correspondence, such as memos, letters, reports, and meeting minutes. Maintains correct distribution lists for Student Experience Unit members and others to enable effective communication Initiates and receives phone calls to and from any/all constituencies, representing appropriate information on behalf of the University Works with the department contacts to reconcile monthly credit card statements. reviews and approves statement information received from the department contacts Provides administrative oversight of the Unit budget; meets with the Vice President for Student Experience to advise of any issues, research information as requested. Submits invoices for payment and works with suppliers to reconcile questionable invoices Serves as the primary contact for students requesting emergency financial assistance Schedules appointments for the Vice President and Dean for Student Experience, includes recurring meetings such as 1:1s and department leads' staff meetings, athletic events, and social responsibilities Prepares required Travel Authorization and Advance forms; makes travel arrangements for the Vice President and Dean for Student Experience, including transportation, hotel reservations, and conference registration fees, as necessary. Assist others in making travel arrangements, as needed. Prepares and submits the required Travel Expense Report form Drafts agendas for department leads' staff meetings and compiles materials for the meetings, participates in the meetings, takes/prepares/distributes minutes, and tracks action items Organizes and facilitates the organization of new staff within the Student Experience Unit, including staff development and Unit retreats. This includes room reservations and set-up, travel arrangements, meeting supplies/-equipment needs, and meal accommodations. Participates in meetings and is responsible for taking/preparing/distributing minutes Prepares agenda and supporting materials for the Board of Trustees, including information for binders, and serves as minutes recorder for the Student Experience Committee. Tracks the status of actions to be taken and reminds Vice President and Dean for Student Experience Maintains a working knowledge of the University organization (reporting lines and general responsibilities) necessary for responding to public inquiries. Prepares and maintains the Unit organizational chart Maintains confidential personnel files on active administrators, technical specialists, coaches and support staff in the Student Experience Unit, including salary information, hiring forms and contract letters; copies evaluations for the files and remits originals to Human Resources Serves as first point of contact for all internal and external constituents including families and village community members. Works to smooth, diffuse, and resolve situations. Must react appropriately in spontaneous office situations dealing with distressed students and families Assists in emergencies involving students and families as requested, including arranging travel and/or room accommodations off-campus Assures that office equipment (i.e., telephones, copier, printers, shredder) is in working order. Arranges for maintenance on office equipment and physical plant issues (lights, windows, door locks, heaters, etc.). Orders office supplies. Renews publications and memberships. Researches/advises on equipment purchases/leases Shares responsibility with the Student Involvement Department for all room reservations and set-ups within the Powell Campus Center Co-Coordinates, with the Director of Student Activities, all details of the Student Leadership, including creating for the Vice President of Student Experience's review and approval a timeline for completion of the work, coordination of date with the President and Provost Offices, reserve the room, requests lists of attendees from Director of Student Activities, publishes invitation letters to award recipients, publishes email invitation to administration, assists in the selection of food, establishes wording on the awards and orders the plaques. Requests photographer Coordinates the Student Experience pages on the website and catalog Other Duties & Responsibilities Experience and discretion in handling confidential material and topics is of highest priority Outstanding interpersonal, organizational, written, and oral skills are required Ability to identify, prioritize, and complete multi-task projects as required Ability to work independently and demonstrated commitment to ongoing professional development desired High proficiency in Banner/Excel/Outlook is required Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols Effective written and oral communication skills Contributes to the overall success of the University by performing other duties as assigned Qualifications-Education & Experience, Knowledge, Skill & Abilities Formal Education: High School education is required. Associate degree or a business school certificate in secretarial sciences is preferred Experience: A minimum of five years of secretarial experience Physical Demands & Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial litis, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area thatcontains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. About Alfred University Lighting the way for students since 1836." We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836." Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.