Administrative Associate to the President

Title: Administrative Associate to the President

Employee Classification: AP - Administrative Professional

Pay Grade: AP 6

Division: Office of the President

Department: PR - President's Office

Campus Location: Main Campus

General Summary

Provide administrative oversight and management for all operational activities, special projects and event planning in the Office of the President.

Principal Duties and Responsibilities

• Provide leadership and coordination for special assignments, planning initiatives, and projects, including making recommendations regarding policy and personnel matters.
• Conduct research and other special projects on behalf of the President and Chief of Staff to the President.
• Receive, review, and refer/resolve where possible complaints addressed to the Office of the President from employees, students, and external individuals.
• Serve as liaison to the Board of Regents' Office, including interacting directly with Regents on behalf of the President.
• Manage and facilitate the routine updating of the office website.
• Serve as a liaison to commissions that report to the President.
• Provide leadership and coordination for special events at University House, including reviewing requests for use of the House, managing RSVP lists, catering, assigning staff, decorating, etc.
• Manage Emu House (the University's guest residence) facility operations, including supervising Facilities & Security as needed and managing the facility budget, as well as coordinating guest visits, including marketing use of the House, and reviewing and approving requests for use of the House.
• Oversee commencement activities related to the Office of the President, including coordinating logistics for the speaker(s) and inviting platform participants.
• Manage all aspects of the President's calendar and travel (domestic and international), including exercising discretion on which appointments to accept, decline, and adjust.
• Oversee the budget of the Office of the President, including paying bills, reconciling accounts and negotiating payment rates with vendors when applicable.
• Manage Concur (the University's expense management system) for the office, including preparing the President's Concur submissions and reviewing Concur reports from Vice Presidents requiring the President's approval.
• Collaborate with the Chief of Staff to the President to prepare materials and public comments for the President's meetings and public events.
• Support the President with donor relations, including direct contact with donors, scheduling appointments with donors, and following up on donor requests.
• Provide management support for executive-level searches, including working with the search consultants, scheduling meetings, managing technology, etc.
• Prepare correspondence on behalf of the President and provide administrative support to the Executive Council and other senior-level work groups.
• Interview, hire and supervise student employees and front desk staff in the President's Office.
• Provide leadership and coordination for special assignments, planning initiatives, administrative matters, and projects for other divisions as assigned.
• Perform related Departmental duties as required.

Minimum Qualifications:

Knowledge of business operations and administration, typically acquired through the completion of a Bachelor's degree in a related area, or any equivalent combination of training and experience is necessary.

Five years of experience managing and providing direct support for a high-level executive is required.

Well-developed skills in the areas of professionalism, confidentiality, communication, planning, organization, reasoning and problem-solving are required.

Solid personal computing skills to utilize Microsoft Word, PowerPoint, and Excel spreadsheet applications as well as ability to establish and maintain electronic and paper file management are required.

Preferred Qualifications:

A Master's degree is preferred.

Knowledge of University and departmental policies, procedures and regulations is desirable.

Appointment Percentage:

100%

PI243600539