Position Title: Executive Assistant to the Provost and Vice President for Academic Affairs
Classification Title: FT Administrator
City/Campus: Detroit - McNichols
Department: VP of Academic Affairs
Position Status: Full Time
The Executive Assistant provides high-level administrative support to the Provost and performs the duties of the office in alignment with the mission of the University. The Executive Assistant serves as the primary point of contact on matters pertaining to the Office of the Provost & Vice President for Academic Affairs. The Executive Assistant exercises good judgment communicates effectively in writing and orally, possesses advanced administrative skills, displays diplomacy and tact when working with others, and effectively balances multiple and changing priorities. The Executive Assistant works independently, maintains a professional demeanor, and handles confidential matters with discretion.
Essential Duties and Responsibilities:
(1) Manage and maintain the Provost’s calendar of University and external events (2) Accept, screen and route telephone calls concerning activities and operations of the Provost’s office and direct inquiries as appropriate. (3) Monitor, screen, respond to, and distribute incoming correspondence, including walk-in and email communications. (4) Composes faculty/administrative letters, complex correspondence, reports, contracts, forms and other official documents developed to fulfill conditions of the UDMPU contract. (5) Drafts, edits and disseminates minutes of meetings. (ALT, BOT Academic Affairs Committee, search committees, task forces etc.) (6) Maintains and manages an annual Academic Affairs calendar outlining events, deadlines, required notices and announcements. (7) Maintains and updates information on the status of: a. Academic Degrees, Programs, Minors and Certificates b. Accreditation status of schools/colleges/programs c. Articulation agreements (8) Updates and maintains Academic Affairs website. (9) Updates materials related to Academic Affairs, e.g. faculty roster, policy and procedures (10) Perform a wide variety of administrative tasks, including managing deadline-oriented communications, data entry and the drafting and editing of correspondence, reports, and other materials. (11) Demonstrate a record of successfully working on multiple tasks within in a quick-paced work environment. (12) Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements. (13) Collaborate to manage departmental budget requests, allocations, and transfers within Academic Affairs, and manage requisitions, department payroll and leave requests. (14) Oversee preparation for meetings, including scheduling, documentation preparation, agenda publishing, preparing meeting minutes, appropriately archiving meeting materials and arranging refreshments. (15) Liaise with internal and external stakeholders at all levels. (16) Coordinate the planning of specific events including but not limited to, Faculty Orientation, Colleague Development Day, Faculty Award for Excellence Dinner, Provost’s Coffee and other similar events. (17) Contribute to other university focused events, e.g. commencement, Celebrate Spirit (18) Make appropriate referrals using independent discretion and judgment. (19) Supervise work-study students and other temporary staff. (20) Provide service excellence through courteous, informed, accessible and professional engagement. (21) Maintains confidentiality on all matters related to the P/VPAA and the Office of Academic Affairs. (22) Assists the P/VPAA in coordinated Shared Governance tasks including team membership, charges, mid-year and final reports. Attends meetings as necessary (23) Maintains inventory and manages ordering of supplies, materials and other items. (24) Provides support for the Associate Vice President for Academic Administration, Office of Sponsored Research Activities, Office of Institutional Research, and Title IX Office by greeting and directing visitors, sorting and distributing mail, and serving as a resource for the directors. (25) All other duties as assigned.
Bachelor’s degree and four years of relevant experience or combination of education and relevant experience.
Experience (Minimum/Preferred): Prior experience working in Higher Education
Knowledge, Skills and Abilities:
• Demonstrates extensive high-level administrative experience supporting senior level individuals. • Excellent verbal and written communication skills, including editing and proofreading. • Exceptional planning and organizational skills. • Demonstrates ability to handle sensitive issues and maintain confidentiality. • Contextual understanding of Provost’s role within the university framework. • Demonstrates ability to work as part of a team. • Demonstrates ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact. • Ability to multi-task, adapt to changing priorities and meet deadlines. • Advanced computer skills and demonstrated experience with office software and email applications. • Demonstrates the ability to work well with University Detroit Mercy colleagues, alumni, students, visitors and with external organizations.
• Constantly perform desk-based computer tasks. • Frequently sitting. • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. • Rarely twist/bend/stoop/squat, kneel/crawl
Regular exposure to favorable conditions such as those found in a normal office.
Open Date: 06/24/2019
Salary/Pay Information: Commensurate with experience
Monday – Friday, 8:30 a.m. – 5:00 p.m.
May need to work some evenings for special events
About University of Detroit Mercy
Michigan’s largest, most comprehensive private university, the University of Detroit Mercy is an independent Catholic institution of higher education sponsored by the Religious Sisters of Mercy and Society of Jesus. The university seeks qualified candidates who will contribute to the University's urban mission, commitment to diversity, and tradition of scholarly excellence. The University of Detroit Mercy is an Equal Opportunity Affirmative Action Employer with a diverse faculty and student body and welcomes persons of all backgrounds.
Internal Number: AF9808-AAA01-1001-1137
About University of Detroit Mercy
The University of Detroit Mercy has one goal - to help our students realize their dreams and ambitions. We fulfill that goal by offering challenging academic programs taught by talented, committed professors and supplemented by hands-on research, co-op, and internship opportunities.