Executive Administrative Assistant to the President

Location
Michigan, United States
Salary
Salary Commensurate with experience
Posted
Apr 23, 2021
Employment Level
Administrative
Employment Type
Full Time
Position Information

About Kettering: Kettering University is a national leader in experiential STEM and business education, integrating an intense academic curriculum with applied professional experience. We inspire students to realize their potential and advance their ideas by combining theory and practice better than any institution in the world.
Kettering University is dedicated to achieving the extraordinary through technological innovation, leadership, and service, built on values that foster respect, integrity, creativity, collaboration, and excellence in growth, global leadership, community outreach, and an engaged community of stakeholders.

BENEFITS include health, dental and vision coverage; retirement benefits with up to a 9% Kettering matching contribution; life and accident insurance; tuition assistance and waiver programs; vacation and holiday pay; sick and disability pay; home purchase assistance program; recreation center membership; and many other benefits.

Flint Michigan: A storied past and an innovative approach to the future drives Flint forward. No other city of Flint’s size can boast similar cultural and social resources; the Flint Institute of Art, Flint Symphony Orchestra, the Flint Institute of Music, the Sloan Museum, the Flint Farmers’ Market, and several colleges and universities contribute to a rich social fabric. A vibrant array of dining, entertainment, and lodging options now enliven the walkable Flint city center. Kettering University is an important partner in the renaissance of Flint.

Our Mission and Vision: Kettering University prepares students for lives of extraordinary leadership and service by linking transformative experiential learning opportunities to rigorous academic programs in engineering, science, mathematics and business. Kettering University will be the first choice for students and all our partners seeking to make a better world through technological innovation, leadership and service.

Job Specific Required Qualifications

Education: A Bachelor’s degree, preferably in a business-related field, is required. Experience: At least seven years of increasingly responsible office and administrative experience is required which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis. Skills: Excellent oral, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required. Must be adept at consistently multitasking while accurately attending to detail. Computer literacy is required and includes keyboarding ability and strong proficiency with word processing, and spreadsheets. Excellent organizational skills are required. Must be able to work independently, use initiative, and make substantive decisions quickly. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred.

Understanding and commitment to Kettering values:
o RESPECT: for teamwork, honesty, encouragement, diversity partnerships with students.
o INTEGRITY: including accountability, transparency and ethics.
o CREATIVITY: fostering flexibility and innovation.
o COLLABORATION: across disciplines and with all partners.
o EXCELLENCE: in all we do.

Preferred Qualifications

A minimum of four years experience in an academic environment working directly with President/Chancellor, Vice President/Chancellor or Dean-level personnel is highly preferred."

Duties

Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President. Represents the President, in an ex-officio capacity, at the discretion of the President. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

Facilitates efficient and cost-effective official travel for the President by making travel arrangements and preparing associated approval forms and expense reports. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. Maintains budget records, reconciles and verifies vouchers and receipts for accuracy, approves expenditures, completes budget transfers.

Facilitates the effective planning and organization of Board of Trustees’ meetings by assuming responsibility for the development and timely availability of agendas for the Board of Trustees’ meetings, collecting documentation and compiling the Board Agenda, posting agendas and supporting documentation on the web, and acting as event coordinator for Board meetings. Coordinates with the administrative assistants of members of the Board of Trustees, posts agendas and materials for Executive Committee and Trustee meetings. Acts as the liaison to members of the Board of Trustees
Serves a liaison between the President and Administrative Cabinet and assists in developing and distributing weekly Cabinet agendas to Cabinet members and their administrative assistants.

Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, file, and similar confidential items. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. Assists the President in reviewing correspondence and documents prepared by other offices for the president’s signature.

Facilitates the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups. Promotes a positive image of the University by greeting and receiving visitors to the President’s office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, government officials, alumni, the media, and public and private officials),

providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response. Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information, and providing information to the President.