Executive assistant to the president
Hours/schedule: Monday-Friday (8 a.m.-5 p.m.) some evening and weekend hours to support related events.
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
summary of responsibilities:
This position serves as the executive administrative assistant for the office of the president by providing customer assistance, office management, administrative support, donor relations support, research, planning and budgetary assistance.
Essential duties and responsibilities:
These essential responsibilities are those the individual must be able to perform unaided or with the assistance of reasonable accommodation.
- Office management
- Serves as a primary point of contact and liaison for the president on day-to-day operational and administrative issues to include screening and handling telephone communications, greeting, providing information, and directing employees, students, visitors, and constituents, dealing with inquiries and administrative issues and as they arise.
- Coordinates and oversees the day-to-day management of supplies and equipment for the office.
- Adheres to college policies and procedures including the maintenance of confidentiality of all processed information.
- Administrative support
- Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas and facilities; takes minutes and provides administrative support and follow-up on matters arising from meetings.
- Schedules and coordinates the president's appointments and travel arrangements.
- Prepares a wide variety of complex documents and performs extensive word processing. Utilizes knowledge and understanding of underlying operational issues to create, compose and edit technical and administrative correspondence and regular reports. Checks received documents for accuracy and completeness. Makes corrections or informs originator of need for changes and corrections.
- Prepares, collects and organizes both historical and ongoing documents for Board meetings and Board related initiatives.
- Gathers, enters and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
- Provides administrative support and coordination for matters related to baccalaureate, commencement and the faculty staff retreat.
- Provides administrative assistance with faculty and/or staff searches, as appropriate, to include organizing employment applications, preparing applicant acknowledgements and interview documents, coordinating interview logistics and making travel arrangements.
- Maintain, periodically review and update the procedure manual for the president’s administrative assistant position.
- Research/planning support
- Researches information, compiles statistics, gathers and computes various data; prepares special and/or one-time reports, summaries or replies to inquiries, selecting relevant data from a variety of sources.
- Assists in administrative program/project planning, development and implementation, e.g. the university’s strategic planning process.
- Budget support: Assists in the preparation and monitoring of the budget to include
- Monitors all purchases and expenses of the office including reimbursement for president’s expenses.
- Provides annual and ongoing evaluation and input on budget allocation and usage.
- External relations—constituent relations and fundraising
- Work with the donor relations manager to coordinate donor visits and timely stewardship communications.
- Manage the president's donor relations travel schedule, i.e. contact donors to schedule visits – phone, email and letters, as appropriate.
- Update and maintain visit records in Jenzabar EX (database) to include post-visit information.
- Coordinate with advancement staff on the president’s participation in constituent relations and fundraising events, e.g. homecoming, May Day/commencement, President’s Banquet, regional gatherings.
- Coordinate with advancement staff to manage the president’s external relations calendar and travel schedule related to relationships with regional business, non-profit organizations and partners.
- Coordinate with advancement staff to manage the president’s church relations calendar and travel including the Mennonite Church, USA and other supporting churches.
- Attend donor events and establish a rapport with donors.
Professional Learning and Growth Areas:
- Discovery: Demonstrates both Job and professional knowledge and continuously learns.
- Community: Actively collaborates, applies teamwork principles and communicates effectively.
- Respect: Values differences, works at resolving conflict, shows respect and builds trust.
- Service: Achieves needed results; quality and quantity. Takes responsibility, is dependable
and can manage multiple tasks effectively.
Job Requirements - Administrative:
- General: Individuals must possess the knowledge, skills and abilities listed or are able to explain and demonstrate that they can perform the essential responsibilities of the job, with or without reasonable accommodations in order to safely perform the essential responsibilities of the job.
- Physical: Must be able to perform the following: talking, hearing and seeing. Must have sufficient manual dexterity to be able to operate all office equipment including, but not limited to: computers, fax machines, copy machines, modems and telephones.
- Confidentiality: Individuals must recognize that management of data, including personal information, grades, budgets, programs and policies is necessary to the operation of the university. Such information must be kept private and confidential for the protection of the university and to comply with federal and/or state laws. Should there be doubt as to whether a certain matter is to be protected, it should be discussed with your supervisor before making a disclosure.
- Competencies: Must be able to reason, analyze, prioritize, conceptualize, make judgments
and solve problems.
- Education/certification: Bachelor’s degree in a relevant field.
- Experience: Three to five years of administrative support experience directly related to the duties and responsibilities specified.
- Skill/abilities: Strong interpersonal communication skills. Strong keyboard and computer skills. Proficient with MS Office applications, i.e. Word, Excel and PowerPoint. Ability to multi-task and work amid distractions. Effective written and verbal communication skills. Must be flexible and able to work independently. Ability to meet deadlines. Skill in organizing resources and establishing priorities. Understanding of and ability to manage sensitive communications and information with utmost confidentiality and professionalism. Supportive of the university’s mission and of a higher education environment that earnestly engages all persons, as stated in Bluffton’s policies and hiring guidelines.
- Experience: Four or more years of experience in an executive administrative support position at a college or university. One to three years of supervisory experience a plus.
- Skill/abilities: In addition to the skills and abilities listed under minimum requirements: advanced computer skills with extensive experience using Word, Excel and Powerpoint; familiarity with Moodle or similar educational software; ability, with training provided, to interact with and generate basic reports from the university’s administrative database system (Jenzabar EX); ability to analyze and solve problems creatively. Ability to make administrative decisions and judgments when necessary.
Consideration of applications begins immediately and continues until an appointment is made.
Application is considered complete when the following is received:
- Letter of interest
- Bluffton employment application
Send application materials to:
1 University Drive Box 0009
Bluffton, OH 45817