Administrative Assistant, VP of Marketing & Communications and Chief HR and DEI Officer

SUMMARY/OBJECTIVE

The Administrative Assistant anticipates, initiates, and coordinates matters for the Vice President of Marketing and Communications (VPMC) and the Chief Human Resources and Diversity, Equity & Inclusion Officer (CHRO & CDEIO). Under minimal supervision, the administrative assistant provides support for project management and key administrative level clerical and secretarial assistance for the Division of Marketing and Communications and the Division of Human Resources and Diversity, Equity & Inclusion. This forward facing role interacts with students, staff, faculty and campus leadership, so the ability to handle complex and confidential situations and requests is essential.

ESSENTIAL FUNCTIONS:

Administrative

• Manages access to the VPMC and CHRO & CDEIO time and schedules, updates and manages meeting requests through Outlook calendar.
• Serves as a direct liaison between the Divisions being served and other divisions, offices and schools across the College.
• Creates and maintains systems and routines for the VPMC and CHRO & CDEIO that support and facilitate the time management, workload and office workflow. Determining which issues may be referred to someone in the division; which require immediate attention; which can be independently resolved without input.
• Manages and creates correspondence; drafts letters and communications for a broad range of audiences. Prepares presentations; gathers, analyzes and organizes requisite data.
• Monitors budgets under the purview of the VPMC and CHRO & CDEIO including p-card reconciling, funds transfers, accounts payable troubleshooting, budget reporting, and alerting budget manager to any unexpected changes or unapproved charges to the budget.
• Works on a variety of complex assignments generally of a critical and/or confidential nature.
• Acts independently to identify, research and recommend methods and procedures to solve problems and address concerns.

Project Management

• Coordinates communication and marketing projects and campaigns; including coordinating staff and internal resources, managing project process and monitoring progress and deadlines.

MINIMUM QUALIFICATIONS

• High school diploma with three to five years of related experience.
• Proficiency in Microsoft Word and Excel required, experience in Microsoft PowerPoint preferred. Basic knowledge of Raisers Edge is also preferred.
• Ability to type 70 wpm.
• General knowledge of business office procedures.

CHARACTERISTICS PREFERRED

• Ability to be a team player.
• Strong communication and organizational skills, detail-oriented.
• Ability to handle sensitive and confidential data.
• Ability to research and suggest resolutions for general office organizational problems.

PREFERRED QUALIFICATIONS

• Bachelors degree

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Sedentary work involved sitting most of the time and occasionally walking and standing.
• Climbing, walking, crouching, repetitive motions, and ability to communicate appropriately with students/colleagues.
• Occasional hours outside the normal College work day.

Non - Discrimination Statement

Flagler College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic. In addition to federal law requirements, Flagler College complies with applicable state and local laws governing nondiscrimination in employment in every location in which the College has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Inquiries regarding discrimination on the basis of sex and gender may be referred to the Title IX Coordinator, to the Assistant Secretary for Civil Rights at the United States Department of Education Office for Civil Rights (OCR), or both. Contact information for the above referenced Title IX Coordinator and OCR, as well as the Colleges Sexual Harassment Policy can be found here: www.flagler.edu/title-ix .