Executive Admininstrative Assistant

Position Number 8100324

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 Work Day ERP? no

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Rogers Park-Lake Shore Campus

Department Name VP FOR STUDENT DEVELOPMENT

Location Code STDNT DEVELOPMENT-OFFICE OF VP (03800A)

Is this split and/or fully grant funded? No

Duties And Responsibilities

• The Executive Administrative Assistant in Student Development provides extensive administrative support to the VP for Student Development with appropriate discretion and confidentiality. Serves as a liaison between the VP and other university officers, deans, directors, administrators, faculty, staff, students, and students. Responsible for organizing & managing the VP’s calendar. Coordinates internal & external meetings and events.
• Schedules meetings for the VP. Help prioritize requests for the VPs time.
• Serves as a key point for communication with VP.
• Communicates with university administrators, staff, faculty, students and non-Loyolans to assist in answering inquiries about Student Development.
• Arranges programs, events, and conferences by reserving spaces, ordering catering and coordinating other services, issuing information and invitations, coordinating speakers.
• Provides extensive administrative support for various projects and programs including project planning, creating, printing and distributing materials, coordinating expenses and reimbursements.
• Works closely with the Dean of Students administrative assistant and student assistants, providing back up coverage for the front desk operations.
• Receives visitors, answers phone and takes messages, responds to direct requests for information and/or forwards messages to appropriate staff.
• Provides occasional back up support to other Vice Presidents. Helps train and mentor new Executive Administrative Assistants.
• Takes minutes and action items at meetings and conducts follow-up on these activities. Provides meeting support as needed.
• Assists VP with quarterly Board of Trustee meeting preparation and follow-up. Coordinates meetings, prepares documents, posts information on BOT website, writes minutes, etc.
• Helps plan and organize meetings and events such as Chief Student Affairs Officers, Maroon & Gold Society, DSD In-Service, search committees, etc.
• Assists VP with travel arrangements. – Drafts/edits/copies reports and correspondence. – Maintains files and binders.
• Maintains budget and expense records for accounts in the Office of VP. Prepares Payment requests and purchase orders for the accounts in the Office of VP.
• Tracks and submits documentation for expenses and pro-card charges. Processes contracts and prepares for VP signature. Files and distributes signed contracts.
• Manages office equipment and machine maintenance.
• Manages office supplies including organization, inventory, issuance, and storage of supplies.
• Keeps kitchenette/copy room neat, stocked and well organized.
• Maintains schedule of OVP conference room. Keeps OVP conference room neat and assists guests with conference room computer and camera.
• In partnership with the administrative assistant to the AVP & Dean of Students, serve as back up for each other for major initiatives (coordination of Board of Trustees committee meetings, DSD meetings and trainings, etc.), coverage when one is absent or faced with staffing challenges for lunch breaks and in general.
• Performs other duties and responsibilities as assigned.