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Executive Assistant - Faculty Affairs

Employer
Drexel University
Location
Pennsylvania, United States
Salary
Salary Not Specified
Posted Date
Jun 1, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Executive, Other Executive, Provosts
Employment Level
Administrative
Employment Type
Full Time
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Job Summary

Reporting directly to the Senior Vice Provost for Faculty Advancement and Undergraduate Affairs, the Executive Assistant provides support in one- on one working relationship to both SVP and Vice Provost for Diversity, Equity, and Inclusion. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The main responsibilities include coordination and management of both Senior Vice Provost and Vice Provost calendars and communications; coordination of meetings, agendas, and minutes; records management and maintenance; and meeting and event planning and logistics. The Executive Assistant is also responsible for coordinating efforts with the Executive Administrator for the Provost Office.

Essential Functions
  • Serve as primary point of contact and liaison between the Office of the Senior Vice Provost and other administrative offices throughout the University, with external organizations, dignitaries, and media
  • Manage the Senior Vice Provost's and Vice Provost’s calendar and background matters and relationships needed for meetings and events; schedule meetings, and coordinate complex logistics among multiple parties in a timely manner; prepare meeting minutes as necessary
  • Receive, review, edit and/or approve written materials to be sent under the Senior Vice Provost’s signature or materials sent on behalf of the Office of the Provost; prepare draft materials, manage information flow to and from the Senior Vice Provost; review, follow through, and direct mail and incoming correspondence; ensure that deadlines are met.
  • Provide support to the Office of Faculty Advancement on all faculty life cycle processes and communications especially promotion and tenure. Work with Faculty Advancement on the preparation of faculty related materials for the Board of Trustees and the Board of Trustees Academic Affairs Committee as well as materials and events for other university leadership such as Deans and Department Heads.
  • Collaborate with the Provost Office Communications Team, coordinate and manage major institutional communications from the Senior Vice Provost and Vice Provost for DEI, including event announcements, quarterly newsletter, and other mass electronic communications; work with Vice Provost for Communications on maintaining an accurate, current, and attractive electronic presence for the Office of the Faculty Advancement
  • Work with Senior Vice Provost for Finance and Administration to achieve efficient operations of Provost Office
  • Work with Director of Finance and Administration to develop shared Office of the Provost Records Management Program, organize, and protect essential records
  • Manage the annual Faculty Awards process. Process financial transactions for the Office of Faculty Advancement, including P-Card reconciliation, journal entries, and stipends
  • Other duties as assigned.
Required Qualifications
  • Bachelor’s Degree, a minimum of 5 year’s experience
Knowledge, Skills, Abilities
  • High degree of proficiency with MS Office products including Word, Excel, Access, Power Point, Outlook and database management
Preferred Qualifications
  • Possess excellent oral, written, organizational, and interpersonal skill
  • Possess subject matter expertise including skills in the areas of protocol and etiquette and ability to work with a multitude of stakeholders on behalf of the Senior Vice Provost and Vice Provost; understanding of the vital importance of higher education; and, understanding of the breadth and complexity of a major research university; knowledge of office management principles and experience in an academic environment, with extensive knowledge of university operations, policies and procedures; ability to develop rapport and interact with diverse and distinguished guests, including: trustees, donors, friends of the university, faculty, staff, alumni and students
  • Ability to maintain confidentiality
  • Ability to work in teams and independently
Physical Demands
  • Typically sitting at a desk/table
Location

University City, Philadelphia, PA

Additional Information

This position is classified as exempt with a salary grade of J. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Special Instructions to the Applicant

Please make sure you upload your resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

#CB

Advertised:Jun 1 2022 Eastern Daylight Time
Applications close:Jul 31 2022 Eastern Daylight Time

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