Executive Assistant to Dean of Students
Closing date: October 31st, 2017
Position title: Executive Assistant to Dean of Students
Job Type: Full-time; Non-Exempt
The Executive Assistant coordinates the daily operations for the Office of Student Affairs, Vice President of Marketing and Communications & Vice President of Finance/General Counsel. The Executive Assistant is responsible for creating an engaging office environment and positive interactions with all visitors, staff and faculty. The Executive Assistant works within University policies and procedures to oversee the day to day workflow of the Office of Student Affairs. In addition, Executive Assistant works actively to ensure that the needs of the Dean of Student Affairs, Vice President of Finance/General Counsel and the Vice President of Marketing and Communications are met. The Executive Assistant assists the Dean, Student Affairs and Vice President of Finance/General Counsel in preparing for the Board of Trustees and other governance meetings.
Essential functions and responsibilities
- Perform office activities, such as greeting visitors, filing, photocopying, faxing, processing outgoing and incoming mail, routing and screening all incoming calls, appointment setting, and distributing messages to appropriate staff members.
- Serve as triage for Behavioral Intervention Team; assess level of emergency and resources required. Maintain CARE module for Behavioral Intervention Team + ongoing data entry & check of previous documentation for legal accuracy. Maintain confidentiality and safeguard student records.
- Monitor nine (9) departmental budgets and spending and ensures compliance. Provide budget owners with monthly budget reports. Assist staff/directors on how to read the budget reports, run budget reports in different formats. Analyze and communicate discrepancies to the Office of Finance for general ledger adjustment.
- Coordinates all efforts with staff, faculty, students, and vendors for meetings, events, and travel.
- Support searches for staff by scheduling and making the arrangements for phone, Skype, or on-campus interviews, coordinating candidate travel arrangements, and supporting search committees as needed.
- Process credit care reconciliations, purchase orders and expense reimbursement.
- Draft and compose correspondence and reports for signature.
- Facilitate Federal Bureau of Investigation (FBI) conduct checks on former students
- Oversee Family Guide with collaboration of multiple university offices.
- Coordinate events for Dean of Students to engage with students (coffee with the Dean, etc). Oversee annual Family Weekend: design and implementation. Supervise student workers for special events such as Family Weekend and Orientation parent panels.
- Coordinate and order name badges, office supplies, office keys, business cards, and credit card setup new hires in Student Affairs. Oversee and communicate time off requests and balances for Student Affairs employees.
- Attend and take minutes for the Student Affairs Committee, Behavioral Intervention Team, Board of Trustees Student Affairs, Audit, and Facilities Committees. Ensure that conference rooms, meeting rooms and reception areas are ready for meetings.
- Perform other functions as assigned.
Competencies
- Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
- Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
- Implements decisions to accomplish departmental budget goals and objectives in accordance to federal, state or university laws, rules, regulations and policies.
- Strong attention to detail; including knowledge of business mathematics beyond basic arithmetic to perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections.
- Demonstrated ability to leverage features of financial software to facilitate business decisions such as developing intelligent worksheets to quickly identify key point indicators, performing analysis for developing budget and project plans, consolidating and processing multidimensional worksheets, and summarizing and analyzing large amounts of data.
- Ability to understand and analyze financial data.
- Excellent interpersonal and communication skills to effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature;
- Proficient in the use of personal computers including word processing, spreadsheet and database software.
- Independently handle multiple work unit priorities and projects.
- Establish and maintain effective and cooperative working relationships within a diverse, academic environment.
Minimum qualifications
- Bachelor’s Degree
- Minimum 3 years general office support experience
- General background and knowledge in accounting procedures, bookkeeping and budget experience.
- Experience in office management
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe suite
Preferred Qualifications
- Experience in higher education
- Experience providing administrative support to senior level management
- Experience managing cloud-based databases and multiple budgets
Application procedures
To be considered for this position, applicants must submit the following to Human Resources at: hro@stmartin.edu
- Application of employment. (MS Word Version)
- Cover letter specifying interest and how their background has prepared you for this position.
- Current resume.
- As part of our recruiting and hiring process, Saint Martin’s University requires final candidates to prepare a brief statement (no more than one page) which highlights how the candidate’s work experience and background will contribute to our Catholic Benedictine mission and vision of Saint Martin’s University. To better understand the Catholic, Benedictine values in an educational environment, we are providing a link to a well-written article on the subject: http://www.osb.org/acad/benval1.html . Please bring the statement with you and give it to the search/interview committee.