Essential Functions: Job PurposeServe as a strategic partner and confidant to the Associate Provost for Diversity & Inclusion/Chief Diversity Officer and the Director of the Office of Multicultural Student Engagement (OMSE). Support the productivity and effectiveness of the executives and their team by performing administrative tasks. Ensure that the day-to-day related operations run both smoothly and efficiently. Essential Functions Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Conserve the time of the executives by performing or delegating on behalf of the executives non-essential tasks. Proactively anticipate needs and drive improvements to build capacity for the team.Prepare memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information. Manage physical and electronic reference system to provide historical accuracy and to promote collaboration with the executive and their team. Make simple updates to website. Track and help drive completion of key deliverables and follow up on outstanding items, which includes budgeting, processing IRB's, purchasing orders, ordering supplies, and working with vendors. Special project work as specified. Serve as delegate or proxy for executives when appropriate. Welcome students and others guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Screen/triage telephone calls and visitors. Coordinate and organize meetings and other events, including large events and off-campus events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work.Prepare itineraries, agenda packets and travel arrangements. Create and maintain travel folders from start to finish of event. Manage the travel request and reimbursement process.Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.Other duties as assigned.
Qualifications: EducationHigh school education or equivalent. Associate's degree in business, office administration or related fields preferred. An equivalent combination of education and experience may be accepted. Experience At least 5 years' relevant administrative support experience, preferably supporting an executive. Experience working in cloud-based and collaboration-based environments. Experience with Office 365 Teams and Groups preferred.Knowledge, Skills and AbilitiesStrong interpersonal skills and proven ability to build collaborative relationships. Demonstrated ability to interact and work closely with people from different racial/ethnic groups, sexual orientations, gender identities, etc. Effective written and verbal communication skills. Ability to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude. Professional presence. Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines. Ability to think proactively and prioritize work. Ability to exercise judgement with incomplete information. High-level computer skill proficiency and demonstrated ability to advance technical skills. Comfort with and ability to adapt in a changing technical environment.Office 365 (including Outlook, Word, PowerPoint, Excel, OneDrive, and OneNote) and Microsoft Teams. Advanced Outlook skills, such as calendar scheduling assistant, categories, tasks & follow-up flags, moving outlook items between tools, connecting Outlook to OneNote preferred. Advanced Office skills such as mail-merge, document templates and styles, object linking and embedding, change-tracking, excel functions and pivot tables preferred.In the absence of these, a demonstrated ability to quickly master new software technologies will be required.Concur, Adobe, Skype.
Internal Number: 76_207093
About Wayne State University
Founded in 1868, Wayne State University is a nationally recognized metropolitan research institution offering more than 400 academic programs through 13 schools and colleges to nearly 32,000 students. Wayne State?s main campus in Midtown Detroit comprises 100 buildings over nearly 200 acres; its five extension centers offer higher education to people throughout Southeast Michigan. Wayne State is dedicated to preparing students to excel by combining the academic excellence of a major research university with the practical experience of an institution that by its history, location and diversity represents a microcosm of the world we live in. Reflecting its location and the excellent international reputation of its graduate schools, particularly in the sciences, Wayne State boasts the most diverse student body among Michigan?s public universities. Its students represent 49 U.S. states and more than 60 countries.