Executive Administrative Assistant to the Vice President for Learning
: Job Details :

Job Description Summary The Executive Administrative Assistant provides expert, professional assistance, and administrative support to the Vice President for Learning (VPL), Academic Affairs staff, and all academic divisions. The Executive Administrative Assistant is responsible for performing varied, routine to complex administrative tasks involving a wide range of highly complex, sensitive and confidential topics; research analyzes, and provides recommendations regarding difficult, sensitive, important and wide-ranging academic operations, and relieves the VPL of a variety of administrative details. Work is performed under general direction, working from established policies and objectives, and using self-initiative, without detailed instruction. This position exercises sound judgement in planning and organizing their own work but must adhere to specific times, processes, and results standards. Problems faced in this position are varied, often complex, and occasionally ill-defined, requiring analysis and interpretation of the situation. Decisions have significant, broad implications for the management and operations of the department, academic units, and institution. This position must display initiative, authority, loyalty, and excellent judgement. Staff, Non-ClassifiedExemptFull-TimePay Grade: 5OASIS Job Code: 523784OASIS Job Title: Executive Administrative Assistant Responsibilities and Duties include but are not limited to Independently, takes initiative to acquire all required information and background materials necessary for preparation of meetings and appointments.Review and assess the urgency/priority of all requests for the VPL, internal and external, including appointments, meetings, and special invitations.Manages the VPL calendar, including any travel arrangements.Provides administrative support to VPL to ensure efficient operation of the Academic Affairs office.Answers phone calls, schedules meetings and supports visitors to the Academic Affairs office.Provides accurate information when answering questions and requests.Carries out routine administrative duties such as filing, typing, copying, binding, scanning, etc.Assists with travel arrangements such as booking flights, cars, hotel and restaurant reservations and submitting travel requests to the Business Office.Exhibits polite and professional communication in-person and via phone, e-mail, online meetings, and mail.Manages electronic and physical filing system for the Academic Affairs office.Manages administrative workflow and software for Academic Affairs processes including but not limited to timecards, office moves, credentialing, promotion and merit, program accreditation, course substitutions/waivers, assessment of student learning, course learning contracts, and credit for prior learning.Manages all purchasing and vendor contracts for Academic Affairs and is the designated P-Card holder.Maintains an updated master calendar for the Academic Affairs office and divisions.Ensures continuous operation of office equipment by completing preventative maintenance requirements, calling for repairs, and maintaining equipment inventories.Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.Coordinates and ensures smooth operation of Academic Affairs events and meetings, including scheduling, arranging for technology and hospitality needs, printing necessary documents, circulating sign-in sheet, recording minutes, filing necessary documentation, and following up with attendees as needed.Coordinates special events organized by VPL or Academic Affairs offices, ex: All College Day.Reviews Academic Affairs website, directory, and documentation on a regular basis, identifies errors/outdated information, and makes recommendations for changes to VPL.Conducts research on academic policy and procedure areas as directed by VPL.Ability to analyze all matters as to sensitivity, relative importance, and immediacy. Decision making capabilities are imperative, as decisions must be made, and information sought and delivered without direct supervision or prompting.Position may require work outside of normal working hours.Performs other duties as assigned Qualifications and Requirements QUALIFICATIONS AND REQUIREMENTS: Education: Education Level Field of Study Req Pref Bachelor's Degree Business, Office Management, Education, or Higher Education, or related field X Work Experience: Experience Experience Details Req Pref 2 years + Senior level administrative support and/or executive secretarial work experience X 2 years + Student information system experience X 1 year + Experience in higher education/education or other academic-related position X Knowledge, Skills and Abilities; Additional Information KNOWLEDGE, SKILLS AND ABILITIES: Proficient in Microsoft Office, especially Outlook, Word, SharePoint, and Excel. Proficient in use of videoconferencing applications, especially Zoom and Teams. Excellent organizational skills Effective interpersonal skills Proficient in English written and verbal communication skills Demonstrated customer service skills in an office setting or academic environment Articulate and responsive to colleagues in a professional manner Able to handle multiple tasks simultaneously and accurately Strong attention to detail Demonstrated ability to handle confidential information Demonstrates excellent judgment and decision-making skills Ability to work independently, without considerable direction or prompting. Complex problem-solving ability, identify root cause and develop alternate solutions, both long and short. SCOPE: People Management Responsibilities Minimal or no responsibility for the work of others; however, may provide functional guidance to student workers or lower-level employees on a non-essential basis. X ?Responsible for directing and monitoring the work of student workers essential to the operations of the unit. ?Lead control over non-exempt employees performing the same work as this job. Lead responsibility Includes training, assigning tasks, checking the work of others, and insuring supplies and tools are provided at the work site. Direct supervision over a unit of non-exempt employees or lead responsibility over a group of exempt employees. Most of the time Is spent assigning, reviewing, and checking work or eliminating normal difficulties involving standard policies, procedures, or work practices. Input would be significant In subordinate employees' performance appraisal, hire or fire decisions. Direct supervision over exempt employees (and non-exempt employees, if applicable). Responsible for results in terms of costs, methods, and personnel. In a position to hire, fire or strongly recommend such personnel actions. ?Manages the operation of a unit, including general super· vision over first-line supervisors (and non-supervisors, if applicable). ?Directs and coordinates the work of at least two or more units performing different functions within the same department. The work of these units is coordinated through subordinate managers who exercise full supervision over each unit. This position reports to the head of the department. Directs and coordinates the work of all units within the same department. Total responsibility for the operations of the department. This position reports to the head of the division and all managers typically report to this position for operational coordination. Decision Making: Decisions generally affect their own position or specific functional area. Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedures. X May contribute to business and operational decisions that affect the department. Decisions made address non-routine questions and situations, often requiring investigation and/or research of precedents. Uses patterns, trends, and precedents to analyze situations and determine appropriate course of action or approach to solving problems. Decisions have major implications on the strategy, operational and business decisions that affect the department. Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowledge and skills, and general precedents and practices. Decisions and problems are complex and involve multiple constituencies, often with competing priorities. Problems are highly varied, complex and often non-recurring; require novel and creative approaches to resolution. New concepts and approaches may have to be developed. Independence of Action Work is closely managed and reviewed for accuracy and adequacy. Follows specific, outlined, and detailed directions. Works is accomplished with moderate supervision. Follows established and detailed directions. Work is reviewed for accuracy and overall adequacy. Works is accomplished with limited direction. Determines and develops approach to solutions. Work is evaluated upon completion to ensure objectives have been met. X Work is accomplished without considerable direction. Exercises judgment in selecting methods, techniques, and evaluation criteria in obtaining results. Exerts significant latitude in determining objectives of assignment. Takes calculated risks with consultation from the expert. Works with minimal direction toward predetermined long-range goals. Act independently to determine methods and procedures on new or special assignments. Determines and pursuing courses of action essential in obtaining desired results. Takes calculated risks. Problem Complexity and Problem-Solving Timeframes Provides resolution to problems that are readily identifiable with limited scope and are resolved in accordance with standard practices, procedures, applications or routines. Problem/Task resolution timeframe: The majority of tasks typically take one to two days to resolve. Provides resolution to an assortment of problems that are typically well defined, but some clarification or judgment is required to determine action, as additional information about the problem / task is discovered. Uses judgment within defined practices / procedures to determine appropriate action. Problem/Task resolution timeframe: Inclusive of shorter timeframes, but the majority of tasks take up to several weeks to resolve. X Provides resolution to a diverse range of recognizable complex problems. Analysis is required to identify root cause. Uses judgment within defined boundaries to develop alternate solutions, both long and short term. Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically the majority of tasks take three to six months to resolve. Works on complex issues where analysis of situations or data requires in-depth evaluation of variable factors. Constructs and may pursue alternative paths towards a solution. Exercises judgment in selecting method, techniques and evaluation criteria for obtaining results consistent with broadly defined policies and practices. Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically six to twelve months or more to resolve. Works on significant and unique issues where analysis of situations or data requires and evaluation of intangibles. Aware and responds to changing and interconnected variables. Exercises independent judgment in methods, techniques and evaluation criteria for obtaining results. Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically twelve months or more to resolve. Impact: Failure to accomplish results can normally be overcome without significant effect on the organization X Failure to achieve results or erroneous judgments may require the allocation of additional resources to correct and / or achieve goals. Failure to obtain results or erroneous judgments or recommendations would normally have serious results and may require substantial expenditure of resources to correct and / or achieve goals. Erroneous decisions or recommendations would normally result in the inability to reach crucial organizational objectives and may have prolonged effect, as well as the expenditure of substantial resources. Erroneous decisions or recommendations would normally result in failure to reach goals crucial to significant organizational objectives and would profoundly effect the image of the organization. #J-18808-Ljbffr