Executive Assistant - Diversity, Equity and Inclusion

Schedule Information: 8:00 am to 4:30 pm Monday thru Friday, Flexibility to work early mornings, evenings and weekends as required

Hours per Week: 37.5

Benefits: Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense

Work Conditions: Work is primarily indoor and sedentary in nature.

Duties of Position: Responsible for providing highly responsible, confidential and complex administrative assistance and secretarial services to the Vice President of Diversity, Equity and Inclusion. Point of first contact for the office. Responsible for event coordination and presentation preparation

Exercises independent judgment in providing secretarial and administrative support for the Vice President of Diversity, Equity and Inclusion. Answers telephones and screens calls, as appropriate. Manages the Vice President’s calendar, paying special attention to details when scheduling appointments and meetings with various constituencies.

Responsible for the organization and management of the office workflow including scheduling, office supply inventory, check requisitions, purchase orders, petty cash, travel arrangements, expense reports, network disposition forms, petty cash, and work orders.

Independently represents the Vice President of Diversity, Equity and Inclusion to internal constituencies through the interpretation of policies, practices, and other procedures.

Helps create and ensure accuracy in the preparation of written materials, including Power Point presentations, proposals, charts, and correspondence in support of the Vice President of Diversity, Equity and Inclusion.

Investigates, organizes, interprets and prepares appropriate written responses (via email and printed letters) for matters received in the Office independently and in a timely fashion.

Prepares and sorts incoming mail for the Vice President and designates by importance items requiring the Vice President’s immediate attention or signature

Plans and coordinates events for the office of Diversity, Equity and Inclusion both on and off campus. Uses experience and judgment during the planning process and acts as a liaison between the internal resources to successfully execute events including determining meeting and functional space requirements, AV equipment needs, catering services, logistical and utilities requirements; scheduling internal meetings with appropriate departments, issuing invitations and confirming attendees, and placing catering orders. Determine price estimate for events.

Monitors the departmental budgets during the fiscal year; assembles historical budget information and assists in the preparation of the budget. Offers recommendations for budget transfers, budget exceptions, and transaction adjustment requests. Once approved, process requests and follow-up as well as develop and prepare monthly reports and reconcile to budget to actual and payables detail reports. Each fiscal year run budget comparison and make recommendations as to increasing/decreasing specific line items, adding new objects, etc. based on activity throughout the year and prior year’s activity.

Support person for the College’s Shared Governance Diversity, Equity and Inclusion Committee, by taking minutes and attendance, updating agendas, creating annual calendar, sending out calendar invitations and posting minutes, agenda, annual report and working documents on the HIP.

Interacts with others in a diplomatic and flexible manner, providing excellent customer service and supports smooth departmental operations.

Maintains confidentiality at all times

Researches and compiles information for special reports or projects and assists in their completion.

Provides support and assistance, as needed, in the Multicultural Center and to the Multicultural Center Coordinator.

Manages all logistics associated with the Vice President’s travel arrangements.

Develops and maintains the office filing and records system including maintaining the office inventory and orders supplies.

Performs related duties as assigned.

Educational Requirements: Bachelor’s degree strongly preferred. Associate’s degree with specialized training in secretarial and office practices and procedures. Advanced computer skills training. Web/Internet experience desired. Office Administrator Certificate desirable.

Experience Requirements: At least five years of progressively responsible executive assistant /office experience with demonstrated administrative skills. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Access applications with keyboarding skills of 60 wpm.

Application Review Date: Applications are accepted until the position is filled though priority will be given to applications received on or before: July 12, 2021

Requir ed Documents: ***A resume and cover letter are required to complete the application process***

* Official transcripts required upon hire
* Employment is contingent upon Criminal Background Check.
* Employment sponsorship is not available.

Harper College is an Equal Opportunity Employer. We strive to create an inclusive learning and working environment where individual differences and identities are respected, valued and embraced. We encourage women, people from historically underrepresented groups, individuals with disabilities and veterans to apply.

Advertised: June 25, 2021 Central Daylight Time
Applications close: