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Executive Assistant - Ithaca

Executive Assistant - Ithaca


Ad id: 408174948096257
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Date listed 2 months ago
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Provide direct assistance and executive support to the Provost and Vice President for Educational Affairs. Serve as the primary point of contact for internal and external constituencies in representing the office and interacting with senior administrators, faculty, staff, students, parents, alumni, trustees, and distinguished individuals outside of the college. Oversee the administrative operations of the Provost's Office and lead special projects, events and initiatives in addition to personnel management. Manage the Provost/VP's calendar ensuring the Provost is kept on schedule; prioritize meeting requests; coordinate travel arrangements and oversee preparation of correspondences and electronic communications; draft correspondence and ensure timely responses; prepare the Provost/VP for meetings, speaking engagements and events; create event briefs and prepare presentations and talking points. Prioritize conflicting needs and handle sensitive and confidential matters expeditiously and proactively. Conduct research and assist in the preparation of comprehensive analyses and reports and complete all other tasks to facilitate the Provost/VP's ability to effectively lead. Position/Job Responsibilities 1. Represent the Office of the Provost and Vice President for Educational Affairs and interact with, senior administrators, faculty, staff, students, alumni and trustees, as well as distinguished individuals outside the college. Independently manage incoming requests to the office of the Provost by determining priorities, in addition to researching, responding or delegating responses as appropriate on behalf of the Provost. 2. Communicate directly, and on behalf of the Provost/VP on matters related to administrative operations, special projects and initiatives. Provide for smooth communication between the Provost's office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior administrators, deans, faculty, staff and students. Assist deans, directors, and other administrators in collecting, monitoring and reporting on data reflecting the Division's progress on achieving goals and objectives. Provide assistance to various committees or working groups as assigned. 3. Identify, prioritize, and coordinate meeting materials and follow-up documents to assist the Provost in accomplishing objectives, deadlines and commitments for major college initiatives and working groups, including for the Board of Trustees. Prepare draft correspondence, final meeting agendas, visual presentations, handouts and minutes. 4. Assist the Provost by independently managing special and on-going projects including: data collection, analysis, compilation of reports and briefings based on independent research. Share information and best practices, and consult with the Provost's direct reports and their staff to improve effectiveness of administration. 5. Complete a broad variety of administrative tasks for the Provost and Vice President for Educational Affairs including, managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential and sensitive correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 6. Ensure the Provost is kept on schedule and is appropriately briefed; evaluate and prioritize time requests and manage the Provost's complex and dynamic schedule under significant constraints. 7. Coordinate travel arrangements for the Provost and campus visitors; manage special events and retreat logistics. 8. Develop, demonstrate, and promote multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate a commitment to diversity and inclusion as a college priority, communicate to employees an expectation of behavior that is civil and inclusive when interacting with all staff, faculty, students and visitors and promote a flexible, collaborative and inclusive work and living environment. 9. Provide administrative and operational assistance to the Vice Provost to include conducting research, compiling data, and assisting in the preparation of comprehensive analyses and reports. Organize materials and summarize issues Maintain confidential records and files; prepare significant documents, proposals, and contracts for review and approval. 10. Provide support to the Assistant Provost for Financial and Administrative Operations in the management of the office and division budgets to include assimilating data for use in preparing division, office and project budgets. Assist in monitoring, verifying and reconciling expenditures of budgeted funds. Provide assistance in the assimilation of data related to department/school budgets. Provide data and information to be used for forecasting and analyzing expenditures and revenues. Make recommendations regarding budget proposals and setting up accounts. 11. Access financial information and process purchase orders, reconcile credit card expenditures, process travel forms, pay invoices, and track capital items through the Financial Information System Parnassus; utilize IC Marketplace and/or EZ pay process; provide monthly budget updates to the Provost and Vice President for Educational Affairs . 12. Coordinate the processing of staff hires to include the completion of search and personnel documents, appointment letters and forms, and other supporting documentation for individuals reporting directly to the Provost and Vice President for Educational Affairs. Process new hire and other personnel actions through the HR/Payroll System Parnassus and maintain records for individuals reporting directly to the Provost and Vice President for Educational Affairs; ensure the confidentiality of all information contained within the files. 13. Manage office operations including facility and technology repairs, office coverage, and other initiatives. Supervise and evaluate office staff; conduct yearly performance reviews for staff; update job descriptions as necessary; approve hiring of student assistants; approve on-line time reports for staff and student assistants. Recommend various personnel actions including, but not limited to, hiring and merit recommendations. 14. Access and assist in completing the staff annual salary review process. Serve as liaison with the Office of Human Resources to ensure compliance with the annual review increment guidelines. Print out appointment forms and letters for the Provost and Vice President for Educational Affairs' signature. 15. Provide assistance to the Office of the President as needed to include reception of members of the Board of Trustees and other visitors; provide information and resources as appropriate. Bachelor's degree and a minimum of 5 years experience providing executive level support and proven ability to handle and process highly sensitive and confidential information or the equivalent combination of education and experience; strong project and office management skills and demonstrated ability to maintain and reconcile complex office and project budgets; excellent written, interpersonal, analytical, organizational, and verbal communication skills and strong attention to detail; ability to work effectively with a diverse student, faculty, staff, and alumni population; ability to cultivate an inclusive, diverse and welcoming environment; ability to treat all people equitably and with a sensitivity and awareness to cultural difference; demonstrated ability to hold others accountable for behavior that is supportive of a community that is diverse and inclusive; flexibility to work evenings and weekends are required. Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated. Interested applicants must apply online at and attach a resume, cover letter and list of three professional references. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.

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Last Updated on: October 24, 2017
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