Career Center

Executive Secretary - Office of Student Affairs

St. John's established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Specific Job Title: Executive Assistant to the Vice President for Student Affairs



Reports to: Vice President for Student Affairs

Campus: Queens

Job Summary:

This position reports to the Vice President for Student Affairs and is responsible for day-to-day administrative and support duties needed for the position, the VP office and at times, support for Student Affairs Senior Management Team members will be included. Individual must have skills necessary to perform at a fast pace in a professional manner and attitude while interfacing with high levels of management on a routine basis. The ability to multitask, stay organized to meet commitment dates, and manage a busy daily office environment are necessary.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The description of the task should include the intended result or outcome, e.g. compiles monthly reports to allow monitoring of the department's budget.

• Provide administrative management of the VP, which includes extensive coordination of schedule, meetings, contacts, maintaining calendar, setting priorities and arranging meetings/booking of conference rooms. Maintain appointment schedules ensuring a smooth and efficient work environment.
• Coordinate travel arrangements, complete registration for conference/training sessions. Prepare travel and entertainment forms, oversee processing of the VP's professional expenses.
• Assist in the management of department's budget including processing of check requisitions, purchasing orders, and purchasing cards. Reconcile budgets monthly and ensure appropriate tracking of spending.
• Manage logistics for Student Affairs events to include preparing and sending correspondence, reserving facilities, preparing agenda and printed materials, reserving AV equipment, ordering refreshments and any other assistance required for events/meetings.
• Organize files into categories and prepare materials for meetings, which include assembling material, retrieving files before meetings, confirming appointments.
• Assist with editing presentations, reports, memos, letters, and other documents. Considerable attention to accuracy, detail, style, spelling, grammar, and timely completion are key requirements.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Review and monitor incoming email/mail for sensitivity and urgency and maintain confidentiality of files. Open, sort, and distribute incoming correspondence, including faxes and email.
• Answer phones, direct callers to appropriate resources and greet visitors. Responsible for professional interactions and ensuring coverage exists during business hours.
• Communicate effectively with internal administrative and external community so that strong working relationships are built and maintained across university departments. Take the initiative to compose correspondence for VP as per general instructions.
• Demonstrated experience working with senior management and key external constituents, including alumni, trustees, and vendors.
• Expert use of technology, including Microsoft Word, Excel and PowerPoint applications, internet, email, etc. to meet VP's needs. Take minutes and transcribe notes as needed.
• Provide support for the most sensitive of projects, reports, and record keeping helping to ensure the professionalism and integrity of the University.
• Effectively manages office workflow. Resolve matters by contacting resources, both internal and external to the University.
• Strong collaboration abilities with the Student Affairs' colleagues; must be willing to train other executive assistants to assist with coverage during busy times, arrange lunch and vacation hours accordingly, work with others on specific projects, communicate clearly and interact effectively.
• Supervise 1-3 graduate assistants and/or student workers.
• Attend and provide assistance to Student Affairs division-wide events as needed.
• Complete special projects as assigned.

Competencies

• Writing and other communication skills commensurate with a corporate level environment.
• Successful candidate must possess excellent customer service, time management and organizational skills.
• Ability to know the next step and communicate in a timely manner.
• S/he must take initiative, be resourceful and possess strong interpersonal skills.
• S/he must employ discretion and strict confidentiality when dealing with sensitive information.
• Accuracy and attention to detail are critical.
• Able to meet deadlines while handling multiple tasks in a fast-paced environment that has constantly changing workflow priorities.
• Ability to research, analyze, and compile information independently to prepare reports or projects.
• Excellent written and verbal communication skills are essential.
• Ability to set priorities, meet deadlines and display good judgment.
• Comfortable utilizing the Internet, website, and other workplace communication tools.
• Able to operate office equipment (i.e. computer, copier, printer ).
• Advanced level of proficiency in Microsoft Office (Word, Excel, PowerPoint, Access), Internet and e-mail. Willingness and ability to learn department specific software.

Work Environment

This position operates in a professional office environment; This position is required to use standard office equipment such as personal computers, printers, etc. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate. The employee must occasionally lift or move up to 10 lbs.

This position is full-time and the expected hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. Some evening and weekend work will be required.

Travel

Some travel including visits to the other NY campuses, local travel to gather resources to facilitate projects or programs.

Required Education and Experience:

• Bachelor's degree

• Minimum 5-7 years work experience required in high paced administrative support position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

All persons hired are required to be vaccinated and boosted against the COVID-19 virus, subject to the reasonable accommodation provisions of applicable law.

This position may be relocated to any of St. John's University's physical locations at any time

St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.

Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.

St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.


To apply, visit https://jobs.silkroad.com/StJohnsEdu/Careers/jobs/219043





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