Executive Assistant to Divisional Vice President
: Job Details :

Position DetailsPosition Information Position Title Executive Assistant to Divisional Vice President Position Classification Staff Employment Type Full-Time Benefits Full Time Benefitted Department Student Affairs Summary Under the general direction of the Vice President of Student Affairs and Enrollment Management, assists in the smooth and effective operations and dissemination of information for the division of the University. Oversees and coordinates the day-to-day activities of the Divisional Vice President's office, and acts as liaison to all students, faculty, university staff, and the general public.Duties

Provides executive support and communication to the divisional VP in a one-on-one working relationship.

Assist as the primary contact and liaison for internal and external constituencies on matters of the division.

Manages, prepares, and distributes a variety of materials, schedules meetings, and appointments for the division. Maintains calendars for the divisional VP as needed. Assists with process development and implementation for internal office procedures.

Screens telephone calls, incoming mail, and visitors for the divisional VP. Initiates, composes, and types a variety of internal and external correspondence and memos to businesses, vendors, officials, local and state officials/agencies, and other University's departments within scope of delegated authority.

Reviews and monitors department budgets of all divisional areas to ensure compliance with established budgetary constraints. Orders supplies and creates purchase orders as needed. Maintains confidential files and records of division information. Collects, compiles, and prepares materials, statistics, and documents for annual strategic planning sessions.

Schedules, coordinates, and prepares all travel arrangements including transportation, lodging, and meals as needed for the division. Forwards travel requisitions and expense reimbursement requests to the Business Office.

Performs research of specific department information in support of special projects. Assists with planning and coordinating a variety of divisional events.

Prepares for signature a variety of memos, letter, and documents. Formats and compiles materials for special department projects.

Answers questions and provides information about the department's activities, functions, and programs to facilitate resolution of concerns, issues, and problems. Refers complex inquiries to supervisor for resolution.

Provides a broad range of administrative and supervisory functions. Supervises assigned staff in accordance with WNMU personnel practices including recruitment, training, performance evaluation, guidance, etc. Supervises department Work-studies and approves timesheets. Ensures that the welcome desk and switchboard are manned at all times. Participates in the process of ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and ethics in accordance with WNMU philosophy.

Performs other duties as assigned.

Education/Background Associates Degree or High School Diploma/GED required with 4 years of experience in administrative, operational, or secretarial work in an executive setting with supervisory responsibilities. Bachelor's degree preferred. Expertise in all Microsoft Office Suite including: Word, Excel, Access, Power Point, and Outlook. Completion of a post high school program in Office Management or closely related area may substitute for one year of the required experience. Bilingual (Spanish) preferred. Excellent interpersonal and communication skills.Job Knowledge Knowledge of applicable accrediting, licensing, regulatory requirements, standards, and reporting. Knowledge of principles, practices, and techniques of management, including supervision, training, motivation, and delegation to support staff. Knowledge of basic functions and operations of the divisions and University departments. Skill in the operation of a variety of office equipment and software including but not limited to computer, fax, copier, and telecommunication equipment. Skill in communicating courteously and professionally and in establishing and maintaining effective working relationships with a variety of community members, students, parents, and staff. Skill in working in an environment subject to frequent interruptions, changing priorities, and use of judgment in the release of confidential information. Skill in researching, compiling, and preparing reports and related information. Must be knowledgeable of University policies and procedures, and state and federal laws and regulations that apply to University processes. Must be sensitive to cultural differences within the University and community.Working Conditions/ Physical Demands (With or Without Accommodations) Normal office, may travel some within the community when needed. May be required to transport normal office equipment and materials. Ability to comprehend and work with a variety of information from various sources. Able to clearly communicate with a diverse population of individuals. Ability to compose correspondence and reports and remain in a sedentary position for prolonged periods of time. May be required to work additional hours or days depending on circumstances.Other RequirementsLocation Silver City Salary Range $44,688 Advertising Summary