Executive Assistant

Position Title:Executive Assistant
FTE:1.0 (40 hrs./week; 12 months)
Department:Academic Affairs
Reports To:Vice President for Academic Affairs (VPAA)
FLSA:Non-Exempt

This position promotes and supports the learning experience of Marian University students by providing administrative assistance including secretarial duties; office management; detailed recordkeeping and follow-up functions to assist the VPAA.

Essential Functions:

  1. Receive, screen and route communications on behalf of the Vice President for Academic Affairs (VPAA); greet and assist visitors; refer callers or visitors to appropriate staff members; respond to requests, complaints and questions from faculty, and
  2. Compose correspondence independently on a variety of matters including those of a confidential nature; compile and prepare letters, forms, reports, statistical data, memoranda, and other materials; prepare, edit, proofread and revise materials; establish and maintain filing systems.
  3. Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities for meetings; maintain and coordinate the VPAA’s calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities.
  4. Prepare related reports, presentations, materials and agendas for meetings; prepare and distribute minutes, updated records, statements, documents and reports, and disseminate to appropriate
  5. Research and compile information; compute statistical information for Federal, State and local reports; maintain and update department forms and documents.
  6. Monitor designated budgets and ensure that assigned accounts are accurate and expenditures are within established requirements; initiate transfers within and between budgets; create purchase orders and process invoices for payment.
  7. Input a variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; ensure timely distribution and receipt of a variety of records and reports; ensure accuracy of input and output data;
  8. Receive, sort and route incoming correspondence; compose replies independently or from written and/or oral direction.
  9. Perform special projects and prepare forms and reports on behalf of the VPAA; attend to administrative details on special matters as assigned.
  10. Coordinate activities related to the preparation of the accreditation, self-evaluation, course evaluation, midterm reports, Promotion and Tenure process, and yearly peer review process; assist in compiling reports from administrators.
  11. Obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations regarding Academic Affairs functions and programs are required.
  12. Update and distribute the Marian University Faculty/Staff meeting academic calendar.
  13. Receive, log and save Academic Dishonesty Forms and student complaints.
  14. Obtain attendance reports, early assessment reports and ASR’s and provide to Academic Affairs.
  15. Ensure access of supporting documentation for HLC re-accreditation
  16. Each semester collect, save and archive all course syllabi for Undergraduate and Graduate courses.
  17. Assist with organizing new faculty orientation, prior to the fall semester, and assist with the onboard of new faculty and adjuncts.
  18. Provide administrative support to University Committees & subcommittees as directed by VPAA.
  19. Assist in process for identifying candidates and choosing award recipient for various teaching awards.
  20. Organizes and facilitates the personnel evaluation process for AVPAA direct
  21. As requested, assists with special events hosted by the Office of Academic Affairs; i.e. commencement; meetings and conferences for internal and external constituencies and
  22. Initiates the request for agenda items for Graduate Curriculum and Educational Standards Committee (GCES) and compiles and distributes the agenda and related documents monthly. Serves as recording secretary to GCES.
  23. Maintains vacation and sick time requests to confirm Time Off Reports
  24. In collaboration with HR, verify with Dean of Faculty and Department Chairs the Adjuncts who should receive teaching contracts and also any regular faculty who will require overload contracts.

Education, Experience, and Skills Required:

  1. Bachelor’s degree in a related field. Three years of secretarial/administrative assistant experience. Experience in higher education is a plus. A combination of education and experience may be considered.
  2. Knowledge of modern office practice and procedure and office equipment and
  3. Computer proficient in Microsoft Suite
  4. Proficient in managing projects.
  5. Proficient in SQL report writing.
  6. Proficient in developing executive level reports and presentations.
  7. Ability to type accurately and expediently is
  8. Ability to record meeting minutes and transcribe what has been
  9. Strong oral and written communication and interpersonal
  10. Strong organizational, time management, planning and multi-tasking
  11. Ethical comportment and high regard for
  12. Ability to develop and maintain excellent personal and professional relationships at all levels within the University.
  13. Ability to work
  14. Willingly support the Mission and Core Values of the 

To apply, please submit a cover letter, resume, and name, address and telephone number of three references to muapplicants@marianuniversity.edu. Please use ‘Executive Assistant – VPAA’ in the subject line of the email.

Applications received by, November 24, 2023, will receive full consideration. Applications will continue to be reviewed, thereafter, until the position is filled.

EOE/Minorities/Females/Vet/Disabled

Transforming lives through academic excellence, innovation and leadership. Marian University is a community committed to learning, dedicated to service and social justice, and joined together by spiritual traditions.

Any offer of employment will be contingent upon the receipt of criminal background and reference check information; and the determination that the candidate remains eligible and suitable for employment.

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