Executive Administrative Assistant

Position Details

Position Details

Job Title

EXECUTIVE ADMIN ASST

Position Number

8102364

Work Modality

Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP?

No

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Rogers Park-Lake Shore Campus

Department Name

MISSION AND IDENTITY

Location Code

MISSION AND IDENTITY (01800A)

Is this split and/or fully grant funded?

No

Duties and Responsibilities

This position provides extensive administrative and high-level support to the Vice President for Mission Integration, and also provides support to the members of the Ignatian Spirituality and Community Service and Action teams. Primary responsibilities include general clerical, administrative and budgetary support; events coordination; and project management and administration for various projects assigned. This position has significant interaction with staff, faculty, administrators, and external constituents.

Essential Duties and Responsibilities:

• Anticipate the needs of the Vice President, and Office of Ignatian Spirituality team as they fulfill their essential responsibilities
• Greet visitors, screen calls and take messages for the Vice President. Assist in the reception duties for the Community Service and Action, and LSC Campus Ministry suite
• Organize and maintain calendar and travel plans for the Vice President, anticipating conflicts and effectively negotiating competing interests
• Schedule and coordinate internal and external meetings and events; draft reports and general correspondence; format presentations; and take and distribute meeting minutes/notes; track action items to ensure responsiveness and closure
• Assist in all preparation and follow-up for meetings of the Mission and Culture Committee of the Board of Trustees, including preparing agendas and documents, postings to the Board Portal, communications with the Office of the President, taking minutes, etc.
• Maintain accurate electronic files and records
• Arrange programs, events, or conferences hosted by the Vice President and Ignatian Spirituality team, including securing facilities and catering services, issuing information and invitations, coordinating guests and presenters, preparing materials for distribution, and managing event budgets
• Anticipate questions, prepare all pre-read materials, gather background information for the Vice President, well in advance of meetings and events
• Assist in development of Mission Integration web content, manage uploading and supervise webpage continuity
• Assist with preparation of annual budgets
• Code invoices with appropriate account number to ensure that expenses are distributed to the correct expense account.
• Process and verify payment of invoices on a timely basis; maintain an accurate file system of paid invoices.
• Initiate all budget transfers
• Communicate with supplier/vendors concerning errors or questions on invoices
• Review monthly budget reports and resolve discrepancies as needed
• Regularly update internal expense tracking system and present to VP for review
• Know financial policy and procedures of the University and advise VP
• Track and submit documentation for expenses and pro-card charges
• Initiate all Human Resources and Payroll paperwork for student workers, part-time and temp payment
• Oversee the management of office supplies including organization, inventory, issuance, and storage of supplies
• Perform related duties as assigned

Minimum Education and/or Work Experience

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

Qualifications

• Bachelor’s degree and 5 years of related experience
• Demonstrated ability to work independently and as a collaborative member of a team of highly motivated and experienced professional.
• Ability to communicate professionally and effectively with various constituents in person, in writing, and through phone/email/video conferencing
• Experience managing budgets and accounts
• Strong time management and problem-solving skills
• Ability to multitask and coordinate several projects at a time
• Ability to determine priorities and to ask for d…