Executive Administrative Assistant to the Provost | Fordham University - Military Veterans

at HERC - Metro New York & Southern Connecticut

The Bronx, New York

POSITION SUMMARY: 

The Executive Administrative Assistant to the Provost and Senior Vice President for Academic Affairs manages the operational and administrative details and performs a variety of administrative functions that require a thorough knowledge of academic operations and an understanding of the role of the University within the community.

The Executive Administrative Assistant is a team-oriented trusted professional who serves as the first point of contact to the Provost and must accommodate shifting priorities; use judgment in problem resolution and prioritization of issues and concerns directed at the Provost; and use discretion regarding disclosure and dissemination of sensitive information. The role requires an ability to engage in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Communication, organization, confidentiality, and attention to detail are key in this role, as is the ability to work efficiently and independently.

The Executive Administrative Assistant will have primary responsibility and oversight for administrative activities relating to calendar management, travel management, correspondence, phone, and email support, project support, and meeting coordination.

The Executive Administrative Assistant will also serve as a liaison between the Provost and other University administrators, faculty, staff, students, and the various partners served by the University.

The ideal candidate is a consummate team player and master problem-solver, who proactively anticipates needs, exercises good judgment in dealing with a variety of situations, and maintains a realistic balance among multiple priorities.

RESPONSIBILITIES 

Maximizes operational efficiencies, workflow, and effective communication with other administrative staff on projects and other day-to-day matters associated with the Provost's office.

Proactively anticipates the needs of the Provost and ensures that he is fully informed with the information necessary for the successful performance of his role, including the preparation, production, and distribution of agenda, background, and briefing materials for meetings, conferences, presentations, and travel.

Collaborates and supports special projects with Vice Provost and Associate Vice President as needed.

Acts as the liaison with the University community and the general public using independent judgment, discretion, and tact in handling the myriad of complex confidential inquiries. Prioritizes and appropriately directs calls. Most calls concern complex matters that require patience, understanding, and diplomacy.

Anticipates needs of the office and identifies opportunities to create processes and systems to streamline office operations. The University is continuously adopting new software applications to handle office matters. The ability to master these updated systems is imperative.

Safeguards the confidentiality of University administration by exercising discretion.

Manages the dynamic calendar for the Provost and as needed, for the Vice Provost and Associate Vice President of Academic Affairs.

Manages the Provost's correspondence and calls, redirecting external callers to appropriate staff as needed; independently responds to routine inquiries, makes decisions as to what information is critical to escalate and tracks outcomes.

Communicates on behalf of the Provost to various internal and external constituents.

Plans and coordinates internal and external in-person and virtual meetings, conferences, and teleconferences on behalf of the Provost Office.

Composes memoranda, formats documents, creates presentations, and performs other associated duties.

Prepares and/or edits, designs, or modifies materials which may be of a highly confidential or specialized nature; composes correspondence and related documents and prepare for signature.

Organizes, edits, and distributes materials as necessary for the Provost Office.

Coordinates complex travel (domestic and international) arrangements, registrations for conferences and meetings, and compiles itineraries and documents for meetings.

Prepares expense reports using Concur.

Delivers high-quality attention to detail to ensure data/information accuracy.

Prepares the agenda for meetings and any relevant follow-up action items, e.g., University Deans Council.

Coordinates administrative support from the clerical staff and student workers.

Composes, formats, and manages distribution lists for wider communications to various University stakeholders.

Holds information in strict confidence, exercising a reasonable degree of care to prevent disclosure to others.

Performs other reasonably related duties as assigned.

QUALIFICATIONS 

Bachelor’s degree preferred

5+ years’ experience with progressively responsible administrative and project management; experience in higher education or an executive-level office in academic and/or business support

Expert proficiency with standard office equipment and software (i.e., Excel, Word, PowerPoint, G Mail Suite, Adobe)

Must be highly organized and able to work independently and proactively, multi-task, and prioritize daily workflow with limited supervision

Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, and competing priorities

Excellent judgment, problem-solving, verbal, and written skills to effectively communicate with the University community

Ability to anticipate the needs of assigned principals and use discretion and sound judgment in independent decision-making

Ability to work with stakeholders at all levels of the University – both internal and external

Ability to maintain confidentiality and professionalism

The Bronx, New York

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