Campus Executive Assistant

South University•West Palm Beach, FL

1d•Onsite

About The Position

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. 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.

Requirements

Bachelor’s Degree in a related discipline.
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:
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.
Ability to interact effectively as a member of a team and work collaboratively across all levels of the organization.
Ability to listen to customers (e.g., students, staff, etc.) and to understand and respond positively to their requests.
Ability to multi-task, meet deadlines, and deliver a work product in line with quality standards.

Nice To Haves

1-2 years of previous HR experience preferred.

Responsibilities

Performs academic, campus and limited general administrative and clerical duties as assigned by the Campus Director & Dean of Academic Affairs and Operations.
Collaborates with Vice Chancellors, Assistant Vice Chancellors, University Directors, College Deans and Department Chairs in carrying out the priorities of the University, including items pertaining to supporting programmatic accreditation and assessment reporting.
Maintains correspondence logs, files, information databases, and other tracking systems.
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.
Ensures signage for classrooms, campus services, and office spaces are clearly marked and accessible.
Creates, distributes, and collects faculty contracts, student files, and faculty files containing required programmatic documentation.
Assists with directing students to campus leaders and offices.
May provide new employees with onboarding information, such as tours, campus directories, office/cubicle accommodations, employee access badges, business cards, and ensures new hires have necessary equipment and access.
Maintains campus keys in coordination with the university Director of Facilities and Campus Director/Dean of Academic Affairs and Operations.
Ensures employee engagement and recognition activities are organized and occurring on a regular schedule.
May be responsible for onboarding of new hires if requested by HR or the Campus Director.
Maintains all personnel files.
Provides campus purchasing support for local service providers and suppliers, including ordering office or program-related supplies and scheduling assistance.
Maintains office equipment such as fax machines, postage meters, copy machines, and printers.
Responsible for mail distribution and receiving support.
Requires a cell phone for use during work hours and after hours as needed.
Requires flexibility with schedule as needed to support campus events.
Other duties as assigned.