Senior Administrative Associate External Affairs
- Employer
- Suffolk University
- Location
- Massachusetts, United States
- Salary
- Salary Not specified
- Date posted
- Jul 29, 2022
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- Position Type
- Faculty Positions, Education, Teacher Education
- Employment Level
- Administrative
- Employment Type
- Full Time
Reporting to the Senior Vice President of External Affairs, this twelve month a year position is responsible for independently performing a wide range of complex and confidential administrative duties to support the Office of External Affairs and the Program Manager of the Public Policy Center. Communicates effectively and efficiently with a wide range of external contacts for the Senior Vice President and Program Manager as well as performs tasks that will include a high level of independent judgment and confidentiality. Assignments involve work of a confidential and/or complex nature necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. A practical knowledge of the practices and procedures of the Office of External Affairs and of the University is required. The Senior Administrative Associate will provide reception desk coverage for the executive floor.
Principal Responsibilities:
- Support requires transcribing notes for letters, memos and reports. Drafts letters and memos from own knowledge or from verbal instructions from Sr. Vice President. Using Microsoft Word, Excel or PowerPoint, prepares and edits materials including, but not limited to correspondence, reports and memoranda utilizing rough drafts.
-
Schedules
appointments and manages the Sr. Vice Presidents full calendar of
internal and external meetings and events. Anticipates and resolves
any issues with respect to the Sr. Vice Presidents schedule.
Schedules meetings, prepares daily briefing, coordinates all
logistics and collects background information with respect to
calls/meetings. May also set agenda with Sr. Vice Presidents
approval.
Answers telephone
calls for the Sr. Vice President and Program Manager. Tactfully
handles inquiries and/or refers caller to the appropriate
department. Follows up with department to assure that call has been
handled expeditiously. Many calls are from students, prospective
students, faculty and staff who request information regarding
scheduling, admissions and program offerings. Serves as
"gatekeeper" for external meeting requests and correspondence.
Reviews mail and
inquiries on own initiative and determines within established
guidelines if mail should be forwarded to the Sr. Vice President or
Program Manager or to others within the department or the
University for action. Follows up to make sure that appropriate
action has been taken.
- Maintains sensitive files and records.
-
Makes travel
arrangements for the Sr. Vice President in accordance with
University travel guidelines and process. Completes and submits
travel and expense reimbursement forms to University Business
Office.
Performs research
on individuals and/or organizations as needed by the Sr. Vice
President and Program Manager in preparation for meetings and/or
events.
-
Provide administrative support to the
SURF Committee
-
Set up and send out Zoom Meetings to
Committee Members as requested, host and attend Zoom Meetings
Get approvals as necessary for budget
expenses through the Presidents Office
Send out Surveys to SURF Members as
requested.
-
Maintain master directory as SURF members
retire including confirming with Human Resources who have opted out
of the directory and validation of contact information.
Maintain a separate directory for those
who wish not to be published in the main Directory that gets sent
out to SURF members.
Distribute Directory to SURF members
annually after updating and publishing, both email and physical
copies.
-
Manage SURFs Constant Contact Account and
assist with event planning. Typically includes 3-4 events per year
including the Presidents Reception and Founders Day events.
Duties for Events Include but are not
limited to:
-
Create an invitation for events, help
plan, and send invitations out to all SURF members via email on
Constant Contact as well as a physical mailing for those who do not
have email addresses.
Keep track of RSVPs for events (Cognito
Forms)and update SURF leadership regularly on RSVP count and
names.
Send out event reminders and appropriate
information related to the event.
Coordinate with the University on event
logistics such as parking and day of event security.
Provide final headcount to SURF committee
for food and beverage ordering
Create nametags for event and collect at
the end
Attend event, work the registration table
and check members in
-
Provide information and print outs of how
to get a Suffolk ID, Suffolk E-Mail Address, and how to opt in to
the Directory.
After event: collect any forms filled out
and submit Suffolk E-Mail address requests to both HR and IT and
follow up.
-
Performs other
related activities as required.
Requirements:
- Minimum five years of professional experience in increasingly responsible administrative positions. Demonstrated intermediate level proficiency with Microsoft Word, Excel, and PowerPoint required. Prior experience with complex calendar management. College degree preferred. Excellent interpersonal skills, including the ability to work effectively with a variety of constituents. Excellent organization skills including the ability to handle several projects simultaneously and meet frequent deadlines.
- Demonstratedinitiative, excellent judgmentand ability to work without immediate supervision.
- Demonstrated interest in Government and Community Affairs is preferred.
PI187168358
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