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Executive Assistant To The VPBFA & Coordinator For Strategic Initiatives

Executive Administrative Support:
Confidentially maintains the Interim VPBFA's complex calendar and private records and serves as a primary point of contact for the office, particularly with regard to scheduling. Reviews office mail and responds where appropriate or directs to another administrator. Receives and conveys communications and confidential information with discretion. Responsible for domestic travel requests and expense reimbursements. Works independently to review and approve divisional communications intended for distribution to the division or campus wide.

Collects and distributes meeting materials for the administrator's participation in various meetings. Takes the lead in planning and organization of division-wide meetings, events, and activities which includes coordinating multiple schedules, preparing agendas, gathering materials, composing meeting minutes, and overseeing logistics. Tracks action items, monitors progress on leadership priorities, and ensures timely implementation of decisions and initiatives.

Serves as an active member of the Cabinet Support Team (CST) and establishes collegial relationships to support cross-division communication and be a champion for the division. Conducts business with a high degree of professionalism, discretion, and confidentiality. Understands the University's mission and vision and how the divisions' work activities and goals support the mission. Works with public officials, community members, and business leaders, while nurturing and maintaining positive relationships.

Handles interpersonal interactions with tact and diplomacy and is privy to highly sensitive, personnel matters. Uses discretion in the dissemination of information to faculty, staff, students, and the community. Fosters collaboration among administrative professionals within the Division to improve consistency, communication, and operational effectiveness.

Provides administrative support to the Executive Director of Budget, Resource Planning and Analysis and their team. Assists in preparation for Strategic Resource Planning Committee meetings including scheduling, space reservation, agenda content, and communication. Services as point of contact for facilities and IT work orders. Orders supplies. Coordinates cross-campus scheduling, especially with executive leadership. Coordinates travel requests and expense reports.

Strategic Initiatives and Project Coordination:
Serve as strategic administrative partner to the VPBFA providing executive level support in advancing divisional priorities and institutional initiatives. Proactively identifies issues, coordinates solutions, and ensures timely follow through on strategic initiatives. Support executive decision making through research, analysis, and briefings. Manage project timelines, deliverables, and stakeholder communication to ensure successful completion of strategic initiatives.

In partnership with the office of the Provost/Vice President for Academic Affairs, provides administrative support and coordination for the Strategic Resource Planning Committee (SRPC). Assists with the development of the annual planning and SRPC meeting schedule. Schedules meetings, prepares materials, takes and posts minutes. Regularly updates the website. Ensures committee appointment coordinated through the Office of the President.

Strategic Initiatives Support:
Prepares presentations; oversees development, execution, and reporting of surveys; performs research, gathers and analyzes data, and creates reports using spreadsheets. Provides creative solutions and solves complex problems. Composes and edits correspondence, reports, and presentations. Coordinates a variety of projects from start to finish; provides content for and ensures maintenance of the divisions' websites. Maintains divisional organizational charts. Manages the process of collecting annual workplans.

Keeps direct reports to the administrator informed and on task. Compiles the Division annual report when requested.

Develops, implements, and maintains operational procedures, standard operating procedures (SOPs), and administrative workflows that improve efficiency and organizational continuity. Identifies opportunities for process improvement and operational innovation within the Division, coordinating with department personnel to plan and implement changes. Coordinates cross-functional projects involving multiple departments and campus partners.

Serves as the custodian of records, maintaining files, signature delegations, fully executed contracts and agreements, policies and procedures, and ensures the department filing systems are maintained and organized. Oversees the maintenance of the division and department organizational charts, board and committee materials and resolutions, and contact lists. Tracks and coordinates office/facility logistics and moves, acting as the liaison with Facilities Services to minimize…