Executive Assistant to the President's Office

Carthage College•Kenosha, WI

2d•Onsite

About The Position

Seeking applicants to provide executive level administrative support to the President and the Provost. You will work professionally and effectively with faculty, campus administrators, staff, and students. Daily the Executive Assistant exercises independent judgment in responding to multiple demands, prioritizing tasks, and responding to internal and external constituencies. Additionally, effective coordination and supervision of student employees assigned to the offices. Essential Duties: Providing administrative support functions for the Offices of the President and Provost. Providing customer-friendly reception and service to faculty, staff, students, and external parties. Office of the President Support ●Provide support in scheduling and booking travel ●Prepare trustee meetings and board book construction ●Monitor WD budget and expense entries and tracking ●Support competitor analysis using IPEDs, publicly available data, webpage analysis ●Manage and maintain electronic filing system for grant documents ●Hire and supervise student workers ●Other projects assigned by the President Office of the Provost Support ●Arrange travel, accommodations, meetings, phone interviews, communications for Guest Speakers, Department Reviewers, etc. ●Schedule meeting spaces and order catering for faculty meetings, academic senate meetings, faculty retreats, and special events. ●Maintain faculty lists for academic catalog, commencement program, order of march, opening faculty meeting, and promotions ●Track faculty professional travel spending ●Coordinate Faculty Office moves with Facilities and faculty members ●Assist Provost with academic program data collection and analysis ●Maintain office supplies, make special orders as needed ●Process invoices, reimbursement requests, and P-card reconciliation ●Provide assistance in letter writing for full time faculty appointments ●Recruit, hire, and supervise student worker(s), approve time worked ●Set and maintain faculty meeting schedule in Google Calendars ●Coordinate Departmental Fellows program including notification and certificates ●Monitor Provost Email Account ●Provide administrative support for Alpha Chi Honors Society ●Other projects as assigned by the Provost Supervisory Responsibilities This position will directly supervise student workers and carry out supervisory duties in accordance with college policies and applicable employment laws. ●Hiring and training student employees ●Planning, assigning, and directing work ●Appraising performance ●Rewarding and disciplining employees ●Making salary adjustment recommendations ●Addressing complaints and resolving problems.

Requirements

Requires a minimum of a Bachelor's Degree
Requires a minimum of 3 years of similar administrative and supervisory experience.
Requires excellent oral and written communication skills to effectively communicate with employees, students, student workers, faculty members, guests and the public.
Requires the ability to use a personal computer and Web browser, including a working knowledge of Microsoft Office Suite, Adobe Acrobat, Google Systems, ZOOM.
Requires the ability to work collegially in a team-oriented environment.
Exercises individual initiative, independent action, sound judgment, and internal motivation to find answers.
Requires demonstrated ability to handle challenging situations with confidence and function effectively with frequent interruptions.
Requires demonstrated expertise in the areas of organization, problem-solving and critical thinking.
Requires knowledge of and the ability to use a variety of standard office equipment such as a telephone, computer keyboard, copier, scanner, etc.

Nice To Haves

Experience with AdAstra room scheduler as well as Workday systems knowledge is beneficial.
Experience with grant management or working within a research environment is helpful

Responsibilities

Provide support in scheduling and booking travel
Prepare trustee meetings and board book construction
Monitor WD budget and expense entries and tracking
Support competitor analysis using IPEDs, publicly available data, webpage analysis
Manage and maintain electronic filing system for grant documents
Hire and supervise student workers
Arrange travel, accommodations, meetings, phone interviews, communications for Guest Speakers, Department Reviewers, etc.
Schedule meeting spaces and order catering for faculty meetings, academic senate meetings, faculty retreats, and special events.
Maintain faculty lists for academic catalog, commencement program, order of march, opening faculty meeting, and promotions
Track faculty professional travel spending
Coordinate Faculty Office moves with Facilities and faculty members
Assist Provost with academic program data collection and analysis
Maintain office supplies, make special orders as needed
Process invoices, reimbursement requests, and P-card reconciliation
Provide assistance in letter writing for full time faculty appointments
Recruit, hire, and supervise student worker(s), approve time worked
Set and maintain faculty meeting schedule in Google Calendars
Coordinate Departmental Fellows program including notification and certificates
Monitor Provost Email Account
Provide administrative support for Alpha Chi Honors Society
Hiring and training student employees
Planning, assigning, and directing work
Appraising performance
Rewarding and disciplining employees
Making salary adjustment recommendations
Addressing complaints and resolving problems.