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About This Role:
The Office of the Chief Operating Officer is seeking applicants for an Executive Assistant II, to provide efficient management, and ensure strong customer service to unit staff, the campus community, and external clients.
Scheduling Coordination and Management:
Manages and maintains complex and rapidly changing calendar for the Vice President (VP) and Assistant Vice Presidents (AVP) for Operation, Public Safety, and Risk and Compliance and Executive Director of Environmental Health & Safety (EH&S) in reporting departments. Collaborates with the VP and other leadership in determining the priority of meetings, assembles and organizes supporting documents and materials for meetings and events to ensure the VP is properly prepared. Monitors and screens incoming calls and facilitates handling of requests for information ensuring confidentiality when appropriate. Evaluates calls in terms of importance and uses independent judgment to act in VP's absence. Makes travel arrangements on behalf of the VP and other leadership team members as requested.
Provides administrative support to the Vice President (VP) for University Operations/Chief Operating Officer and other unit leadership staff. Composes, proofreads, and distributes correspondence, memoranda, reports, and other documents for the Vice President's signature. Coordinates process for filling vacancies on university committees that report to the Vice President. Provides support and management of leadership position searches reporting to the VP for Operations. Provides support and management of working groups established by the Vice President for Operations/Chief Financial Officer (COO) to complete special projects. Serves as a key member of the VP’s communication team helping to coordinate and deliver communications through a variety of mechanisms including Company Today, email, web postings, mail lists, and others. Ensures that requests for action or information are relayed to appropriate staff members, schedules, and attends monthly University Operations staff meetings taking minutes. Notes assignments and tasks made by the VP and tracks to ensure the work is completed. Manages and maintains a comprehensive filing system of electronic and paper correspondence, reference materials, and documents so they are easily retrieved. Updates and maintains the VP web pages cordially greets all visitors to the VP office. Routes contracts for signature, ensuring documents have appropriate reviews and approvals on behalf of VP. Manage University Support Staff (USS) Senate state and Foundation accounts and works with Administrative Support Center (ASC) to process payments from VP accounts as appropriate. Provides administrative support to the University Support Staff Senate Leadership.
University Land Records:
Responsible for the management of land/real estate transactions associated with land owned by the University (purchase/sale of property, deeds, easements, etc.). Work with the Office of General Counsel, university departments, Facilities Campus Planning staff, and Vice President for Operations to acquire information needed for appraisals, easement identification, deed review and processing, property tax processing, etc. Work with county officials to track land records and file the necessary paperwork, utilizing county Geographic Information System (GIS) databases to research land issues. Maintain official land records on behalf of the University. Work with the University attorneys, departmental staff, and University Procurement staff to manage university capital and operating lease.
Support the Vice President and the Assistant Vice President for Risk and Compliance (AVPRC) with the management of insurance claims. Collaborate with departments to procure inland marine insurance and coordinate payment, file claims, and track pending settlements. Maintain the university insurance records and coordinate with AVPRC for insurance purchases on behalf of the university and Board of Regents system universities.
Serve as Dykstra Hall building manager. Submit requests to Facilities, notify building users of any issues, coordinate fire marshal responses, and assist with building display boards. Coordinate room reservations and IT assistance as requested for conference rooms in the building. Coordinate shared copier for executive leadership in Dykstra Hall. Completes special assignments as requested by the VP or other department heads with the Vice President for University Operations (VPUO) unit.
Why Join Us:
University Operations is dedicated to advancing Company’s mission by providing leadership and support to the university community in the management of all university operations and physical resources. We work to protect and improve these resources to invest in teaching, learning, research, and service activities. Our employees can be found campus-wide maintaining university facilities, parking, providing administrative support, and ensuring the overall safety of our campuses.
This position is benefits eligible: health insurance, life insurance, retirement plans, tuition assistance program, paid time off: vacation, sick, and holidays.
We Support Diversity and Inclusion:
Company embraces diversity and inclusion. The university actively seeks individuals who foster a collegial environment and cooperative interactions with coworkers, students, and others. The University is dedicated to promoting the Principles of Community.
What You’ll Need to Succeed:
Requires a bachelor's degree and six to 10 years of relevant experience. This position may use an educational equivalency as determined relevant by a hiring manager.
Minimum of five years of experience with administrative support at the executive level (department head/director and above)
Proven success providing administrative/programmatic support and coordination for an administrator at the department head/director level or above, including scheduling/calendar management, support for meetings, events, special projects.
Superior organizational and project management skills with the ability to pay close attention to accuracy, detail, and follow-through.
Strong oral and written communication skills including composition and editing.
Proven proficiency in technology including skills with MS Office (Word, Excel, and PowerPoint), online calendaring/scheduling and e-mail, and internet research. Familiar with web editing software and HTML.
Demonstrated customer service orientation and strong interpersonal skills including courtesy, professionalism, and a positive attitude.
Ability to work independently or as a member of a team with accountability for results.
Demonstrated success working in a fast-paced and changing environment with the ability to multi-task and remain flexible, proactive, resourceful, and efficient.
Demonstrated ability to exercise sound judgment, tact, discretion and maintain integrity with sensitive and confidential information.
Knowledge of university policy and procedures.
Demonstrated problem-solving, critical thinking, and analytical skills including the ability to analyze administrative problems, make recommendations for improvement, and take appropriate courses of action.
Proficiency with web design and content management and use of social media for communications
Knowledge of land transactions including easements, purchase, and sale of land
Knowledge of purchasing and tracking insurance.
Applicants must be currently authorized to work in the United States at the time of employment
How to Apply:
Please submit the following documents:
1. Letter of Interest
3. Three professional references with contact information
Screening of Applications Begins:
Immediately and continues until position is filled. For best consideration, apply by July 7, 2020.
Anticipated Hiring Salary Range:
$65,440 to $85,060
Equal Employment Opportunity:
Company is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees.
Background Screening Statement:
In connection with your application for employment, Company will procure a Background Screen on you as part of the process of considering your candidacy as an employee.
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