Campus Executive Assistant/Receptionist

South University•Virginia Beach, VA

9d•Onsite

About The Position

SUMMARY: Under general supervision of the Campus Director and Dean for Academic Affairs and Operations perform, coordinate and oversee campus administrative duties in support of the campus academic programs, campus and general administrative needs as defined in the job elements below. This position requires the ability to act confidentially, handle sensitive information and exercise independent judgment. Some technical knowledge of the specific area of assignment may also be required. KEY JOB ELEMENTS: Performs academic, campus and limited general administrative and clerical duties as assigned by the Campus Director & Dean of Academic Affairs and Operations.Responsible for answering incoming calls. Route calls promptly and correctly to the proper staff person or voicemail, correctly and politely take messages when necessary.Greet visitors in a friendly, welcoming and professional manner. Ensure campus visitors sign in, receive parking authorization, name tags, and receive escort to the individual assisting them. Collaborate with Vice Chancellors, Assistant Vice Chancellors, University Directors, College Deans and Department Chairs in carrying out the priorities of the University including, but not limited to items pertaining to supporting programmatic accreditation and assessment reporting. Maintains correspondence logs, files, information databases, and other tracking systems as necessary. Prepares Executive Committee, OPM, PACs, and other programmatic meeting minutes. Organizes programmatic meeting dates, meeting structure, and sends out agendas. Distributes Executive Committee weekly KPI updates to campus program leaders.Ensure signage for classrooms, campus services and office spaces are clearly marked. Create, distribute and collect faculty contracts, student files, and faculty files containing required programmatic documentation. Assists with directing students with locating campus leaders, including directing them toward offices, phone, e-mail or classrooms. Ensure signage for classrooms, campus services and office spaces are clearly marked and accessible.If requested by Campus Director, may provide new employees with on boarding information, such as tours and campus directories, office or cubicle accommodations, employee access badges; business cards, and ensure new hires have necessary equipment and accesses to assume assigned duties on day one. Maintain campus keys in coordination with the university Director of Facilities and Campus Director/Dean of Academic Affairs and Operations. Ensure employee engagement and recognition activities are organized and occurring on a regular schedule, such as service awards, employee recognition and leading employee engagement committee work. May be responsible for onboarding of new hires if requested by HR or the Campus Director. Maintain all personnel files. Campus purchasing support for local service providers and suppliers. Includes ordering office or program related supplies and scheduling assistance as necessary. Maintains office equipment such as fax machines, postage meters, copy machines and printers. Responsible for mail distribution and receiving support. This position requires flexibility with schedule as needed to support the campus events. Other duties as assigned.

Requirements

Bachelor’s Degree required.
Minimum of four years’ progressively more responsible administrative experience in a corporate or academic environment supporting mid to upper-level manager(s).
Excellent written and verbal communication skills.
Strong interpersonal skills.
Superior organizational and problem resolution skills.
Business computing skills (validated by testing where applicable) to include the following:
Advanced proficiency level for Word
Basic proficiency level for Excel
Advanced proficiency level for Power Point
Basic proficiency level for Outlook
Ability to use database programs (CampusVue)
Professional telephone/video manner and personal appearance.
Interact effectively as a member of a team and work collaboratively across all levels of the organization.
Listen to customers (e.g. students, staff, etc.) and to understand and respond positively to their requests.
Multi- task, meet deadlines, and deliver a work product in line with quality standards.

Responsibilities

Performs academic, campus and limited general administrative and clerical duties as assigned by the Campus Director & Dean of Academic Affairs and Operations.
Responsible for answering incoming calls. Route calls promptly and correctly to the proper staff person or voicemail, correctly and politely take messages when necessary.
Greet visitors in a friendly, welcoming and professional manner. Ensure campus visitors sign in, receive parking authorization, name tags, and receive escort to the individual assisting them.
Collaborate with Vice Chancellors, Assistant Vice Chancellors, University Directors, College Deans and Department Chairs in carrying out the priorities of the University including, but not limited to items pertaining to supporting programmatic accreditation and assessment reporting.
Maintains correspondence logs, files, information databases, and other tracking systems as necessary.
Prepares Executive Committee, OPM, PACs, and other programmatic meeting minutes. Organizes programmatic meeting dates, meeting structure, and sends out agendas.
Distributes Executive Committee weekly KPI updates to campus program leaders.
Ensure signage for classrooms, campus services and office spaces are clearly marked.
Create, distribute and collect faculty contracts, student files, and faculty files containing required programmatic documentation.
Assists with directing students with locating campus leaders, including directing them toward offices, phone, e-mail or classrooms.
Ensure signage for classrooms, campus services and office spaces are clearly marked and accessible.
If requested by Campus Director, may provide new employees with on boarding information, such as tours and campus directories, office or cubicle accommodations, employee access badges; business cards, and ensure new hires have necessary equipment and accesses to assume assigned duties on day one.
Maintain campus keys in coordination with the university Director of Facilities and Campus Director/Dean of Academic Affairs and Operations.
Ensure employee engagement and recognition activities are organized and occurring on a regular schedule, such as service awards, employee recognition and leading employee engagement committee work.
May be responsible for onboarding of new hires if requested by HR or the Campus Director.
Maintain all personnel files.
Campus purchasing support for local service providers and suppliers. Includes ordering office or program related supplies and scheduling assistance as necessary.
Maintains office equipment such as fax machines, postage meters, copy machines and printers.
Responsible for mail distribution and receiving support.
This position requires flexibility with schedule as needed to support the campus events.
Other duties as assigned.