Location: Cheyney,PA, USA
Proudly standing as the nation's oldest HBCU, Cheyney University of Pennsylvania has been a stalwart and highly respected institution of higher education since our founding in 1837.For over 185 years our alumni have emerged as leaders and left their mark on the social, economic, and political history of Philadelphia, the surrounding region, the nation, and the world. Building on this legacy, the vision for Cheyney University is to become the premier model for academic excellence, character development, and social responsibility.
Here at Cheyney, we value scholarship, diversity, integrity, respect, and service. We are committed to maintaining a vibrant educational community that is dedicated to promoting scholarship and lifelong learning for its students, offering wide student access to resources to ensure an opportunity for all to acquire an education, encouraging freedom of thought and freedom from discrimination by ensuring a respectful environment, and provide outreach and service to external and constituent communities, demonstrating their understanding of the importance and value of service.
We're looking for exceptional individuals who share our values, embrace our mission, recognize our potential, and covet the opportunity to continue to move our historic University forward.CU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; generous retirement plans; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.
The Executive Assistant for Academic Affairs coordinates administrative operations for all the academic leaders in the Office of the Provost, including the Provost, Dean of Faculty and any Associate or Assistant Provosts. This person is responsible for managing an office that supports the faculty and academic leaders of the university by maintaining a significant number of important documents and interacting with a vast array of people. Thus, the successful applicant will possess outstanding organizational skills, be self-directed and able to manage multiple projects.
The Executive Assistant manages an office with a variety of managerial and administrative functions that support operations in the Department of Academic Affairs at Cheyney University. The workload in this office requires the individual to assume responsibility of managing multiple projects. The EA will provide organizational and clerical duties in support of the Provost, Dean of Faculty and Associate Provost. As a priority, a key responsibility will be developing and maintaining office systems to organize and manage a large volume of information and creating an effective and productive work environment. Sensitive and confidential material are managed in this office, and strict confidentiality is required. Moreover, the Executive Assistant will be expected to accomplish assigned duties in an efficient, effective, and competent manner and consistently act to uphold the best interests of Cheyney students and the university.
Primary Duties
* Provides operational and administrative and clerical support for the Provost, Dean of Faculty and Assistant or Associate Provosts. Prepares documents, takes messages, manages calendars, greets visitors, orders office supplies and maintains filing systems.
* Prepares contract letters, and finalizes forms for overload, distance education, and individualized instruction for full-time and adjunct faculty, for Dean's and Provost's signatures, and distribution to other relevant divisions.
* Submits all travel reimbursement, invoices, budget updates, and other business information through the PASSHE Business Intelligence portal.
* Maintains a database of decision documents approved by academic leaders.
* Submits original documents pertaining to faculty credentials, performance, promotion, tenure, and review to Human Resources.
* Collects, maintains, and reports on data characterizing faculty demographics, credentials, performance, promotion, tenure, and review.
* Tracks/Updates the following: faculty new hires and email lists, faculty office hour forms, faculty syllabi, instructional equipment needs, student/athlete travel notifications, and excused student absence notifications.
* Maintains a schedule of critical Academic Affairs activities to be completed for compliance and efficient functioning.
* Takes minutes, acquires appropriate signatures on all official documents, and maintains official records for the Curriculum Committee and Academic Affairs Council.
* Coordinates faculty and committee meetings, prepares and disseminates meeting notes and announcements.
* Communicates regularly with academic and student affairs' administrative assistants to ensure timely, effective, and efficient workflows.
* Helps to organize data received from various divisions to produce reports.
* Organizes facility use, meals, schedules and creates materials for faculty meetings.
* Keeps office records and statistics and ensures their confidentiality.
* Supervises student workers.
* Represents the university in a professional manner to all constituencies and the public.
* Maintains a friendly and professional office atmosphere.
* Performs other related duties as assigned.
High School diploma and at least three years' experience as an Executive Assistant or in a similar position.
Preferred Qualifications
An associate or bachelor's degree and/or equivalent experience working in a university setting.
Knowledge & Skills, Abilities
Ability to make effective decisions.
Strong communication skills, verbal and written.
Ability to develop solutions to problems.
Ability to organize and plan effectively.
Ability to master attention to detail in analyzing and evaluating information.
Ability to multi-task.
Ability to interact with diverse publics in a friendly and welcoming manner.
Ability to work effectively in a team environment.
Must have a high level of proficiency in Microsoft Word and related software, including Excel and Power Point and strong written and oral communication skills.
Ability to make recommendations to the area that serves to enhance, correct, or streamline program operational activities.
Working Conditions:
Working conditions are in an office environment that is generally free from hazards, well lighted and ventilated. This is a non-exempt position that may require occasionally working beyond the normally scheduled workweek, modifying existing work schedules, or flexing hours to meet University needs.
LIST OF MACHINES, TOOLS, OFFICE EQUIPMENT, MATERIALS, AND OTHER SPECIAL EQUIPMENT USED IN THE PERFORMANCE OF DUTIES:
PC, printer, scanner, fax machine, and telephone.A complete online application will include the following attachments. Incomplete applications will not be reviewed.
* Cover Letter
* Resume
MAILED, EMAILED or FAXED application materials will not be considered. All offers of employment are subject and contingent upon satisfactory completion of all pre-employment criminal background checks. Cheyney University an equal opportunity/affirmative action employer complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.