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Executive Assistant to the Chancellor

Employer
University of St. Augustine for Health Sciences
Location
Florida, United States
Salary
Salary Not Specified
Start date
Oct 4, 2023


The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.



GENERAL SUMMARY

University of St. Augustine for Health Sciences (USAHS) is currently seeking a highly qualified, experienced Executive Assistant to provide support to the University Chancellor and Chief Executive Officer. The ideal candidate must be professional, proactive and able to anticipate the needs of a C-level executive. Individual must be able to manage sensitive, confidential information in support of executive leadership for the university This position will work in the Office of the Chancellor and will be responsible for providing all aspects of administrative support as detailed below.

Candidate must be highly proficient in Word, Excel, and PowerPoint and have excellent written and verbal communication skills. Qualified Executive Assistant will be responsible for coordinating activities and communications across multiple campuses, departments and programs on behalf of the Chancellor. In addition, the role will lead various event logistics, manage complex calendar for C-level executive, travel for both domestic and international trips, executive team budget and time off tracking, data reporting, communications and editing/creation of time-sensitive and critical presentations. In addition, the qualified candidate will handle incoming and outbound phone calls, expense reporting and spreadsheets in support of institutional needs across campuses and departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include but are not limited to the following categories:

Calendaring

Calendar scheduling to include coordinating, scheduling and updating of calendars across time zones and geographies.

Work in collaboration with other administrative assistants to coordinate university meetings, group discussions and ongoing executive-level committee meetings on behalf of the Chancellor.

Responsible for compilation and distribution of meeting agendas and minutes for executive level meetings.
  • Manage high volume of meeting requests for the Office of the Chancellor; able to critically prioritize meetings to ensure effective and efficient scheduling and use of time.
Events and Logistics

Provide primary support for meetings to include, but not limited to arranging meeting logistics, preparing agendas, collecting any supporting information, and compilation/distribution of meeting minutes.

Work in collaboration with IT department to ensure a smooth and seamless meeting experience. Meeting platforms include live meetings/interactive software, video conferences, conference calls, Town Halls, etc.

Coordinate offsite meetings and logistics, and associated hotel accommodations, catering, room set up, document preparation, etc.
  • In partnership with the Campus Director, coordinate, develop and support local campus events and functions.
Expense Reporting and Invoicing

Manage and prepare expense reports using online expense portal and through manual methods; submit for reimbursement.

Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure.

Work collaboratively with Controller and Accounts Payable department to manage expense and invoicing process for the Office of the Chancellor.

Travel Planning:

Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information and confirming reservations.

Conduct research as needed for travel arrangements to ensure efficient and cost-effective travel arrangements.
  • Create detailed itineraries with all pertinent information to ensure a seamless travel experience.
Communications:
  • Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, trust and support.
  • Prepare general university communications to ensure timely and clear dissemination of university-critical information.
  • Review and edit communications and presentations on behalf of senior leadership.
Reporting, Presentations and Project Management:

Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed.

Prepare, process, and maintain database for special reports, including invoices, check requests, time off forms, expense reports, memberships, subscriptions and other needs as directed.

Establish an organized system for maintaining regular and confidential files and records.

Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and procedures.

Monitor and order supplies and manage office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested.

Student and Guest Support:
  • Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and face-to-face.
  • Create and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations; identify, engage and oversee supplemental workers for the receptionist function.
Board Support and Liaison:
  • Serve as the senior leader’s administrative liaison to USAHS’s Board of Directors.
  • Assist board members with travel arrangements, lodging, and meal planning as needed.
  • Maintain discretion and confidentiality in relationships with all board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee. matters, including advance distribution of materials before meetings in electronic/paper format.
OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

TRAVEL/AVAILABILITY:
  • US domestic travel required to campuses; must be able to travel to support university events including Board meetings, awards ceremonies, etc. in support of the Office of the Chancellor.
  • May require occasional evening and weekend work as needed for business needs and to support the senior executive’s agenda.
POSITION IN ORGANIZATION

REPORTS TO: University Chancellor

POSITIONS SUPERVISED: Customer Service Coordinator and Student Workers on occasion.

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on the performance of each essential function. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
  • Must be a detail-oriented, self-starter who can work both individually and in a collaborative team environment; have the ability to handle multiple tasks in a constantly changing environment.
  • Strong ability to multitask and handle competing priorities, solid organizational skills, and a customer service orientation.
  • Demonstrates critical thinking skills to synthesize information quickly to determine the appropriate path for action and resolution.
  • Excellent written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast-changing environment.
  • Ability to manage confidential information with integrity, discretion and a high level of trust and integrity
  • Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint; knowledge of Visio is a plus.
EDUCATION and/or EXPERIENCE
  • High school diploma required. Secondary education or a degree in a business school, trade school or an associate degree highly preferred.
  • A minimum of 5 -7 years of administrative support experience, preferably at the executive level, experience working in higher education is highly preferred.
BUSINESS COMPETENCIES

  • Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.

  • Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.

  • Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.

  • Drives Results - Consistently achieving results, even under tough circumstances.

  • Innovation - Creating new and better ways for the organization to be successful.

  • Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

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