Executive Assistant to the President ( Executive 2)

Minnesota State Colleges and Universities•North Mankato, MN

14h•$26 - $37•Onsite

About The Position

The Executive Assistant to the President provides confidential analysis, recommendations and high level support to the President. This position is responsible for drafting correspondence and written materials for the President, including campus-wide communications. The Executive Assistant handles confidential material, exercises discretion when responding to inquiries, manages the creation of the master calendar, and coordinates special projects and events. This position is responsible for the design and maintenance of reports, graphs and charts for the President. This position manages and maintains the college-wide policy database, manages the committee charter project, and directs and manages updates to the organizational charts for the College. Duties include managing the work flow of the President including communication, researching issues and recommending solutions, managing expenditures to the budget, creating purchase orders, processing invoices, and managing the President’s travel and calendar. This position will have access to labor relations’ information as defined under M.S. 13.37, subdivision 1, and paragraph c.

Requirements

At least three (3) years of experience providing counsel and guidance to senior administrators or executives.
A Bachelor’s degree in Communication, Business, English, Education or a related field can substitute for one year of experience or an Associate’s degree in Communication, Business, English, Education or a related field can substitute for 6 months of experience
At least one (1) year of experience analyzing a variety of data, selecting relevant information and integrating data into meaningful reports, charts and graphs
Ability to communicate effectively and efficiently with all constituent groups, including administration, faculty, staff, students, legislators, business leaders and others through oral and written communication
Demonstrated proficiency in computer software, including Word and Excel
Previous experience with calendar management and file management, both paper and electronic
Knowledge of budget principles sufficient to manage budgets and forecast expenses
Demonstrated ability to problem-solve and resolve complex issues
Excellent organizational skills and the ability to manage competing priorities

Nice To Haves

A Bachelor’s degree in Communication, Business, English, Education or a related field
Previous work experience in higher education
At least two (2) years of experience in managing projects
At least two (2) years of experience in a customer service-related role
Demonstrated ability to work successfully with individuals of diverse backgrounds and perspectives

Responsibilities

Manage President’s Office Communication Draft, edit and manage communication pieces and materials for the President. Collaborate with the marketing/public relations department, college administrators, and other staff and faculty to create periodic campus-wide communication vehicles for the President. Prepare correspondence, graphs, charts, reports, communication materials and other documents for the President.
Administrative Duties Provide confidential assistance to the President and manage functions of the Office of the President. Identify and keep the President abreast of issues requiring his/her attention. Schedule meetings and manage daily and longer-term calendar for the President. Anticipate, track and remind the President of special or critical dates, events, communications pending or actions required and assist with follow-through. Act as a liaison between the President and other vice presidents, deans, faculty members, Minnesota State personnel, staff members, students, legislators and the general public; maintaining strict confidentiality. Develop and implement office procedures and priorities necessary to accomplish a variety of assignments in the most efficient and accurate manner ensuring college policies and procedures and Minnesota State regulations are being followed. Inform, advise and counsel the President on matters related to duties and activities related to his/her position. Attend Cabinet meetings, Meet & Confer meetings, and Shared Governance meetings. Create meeting agendas, post agendas, minutes and related documents on SharePoint, and follow up on action items. Manage inquiries from students, staff, faculty and/or the public by determining acceptable resolution. Respond to inquiries made by constituents regarding a broad range of college issues, including students, parents, legislators and community members. Resolve situations not requiring the President’s personal attention. Evaluate the information and determine appropriate personnel to respond. Assert due diligence to understand the complaint or concern and work with appropriate department to resolve situations. Alert the President to issues requiring immediate attention. Independently manage, track and complete ongoing and special projects assigned by the President. Ongoing projects include managing the membership and committee charges of standing committees and work groups and managing the updates and publication of college-wide organizational charts, and delegation of authority. Prepare reports, forms, and work with Research & Institutional Effectiveness for surveys on behalf of the President. (i.e., Higher Learning Commission). Serve as a full member of the cabinet. Participates, discusses, makes recommendations and takes appropriate/necessary action within the cabinet for the good of the college. Gather information pertinent to the Office of the President, to make recommendation for action and prepare documents for submission to local, state and national agencies, institutions, and individuals. Serve as a resource to the President for labor relations information used in collective bargaining, as defined in M.S. 13.37. Maintain access to documents/data, which includes confidential bargaining information and materials containing labor relations information as defined by M.S. 13.37. May participate in strategic planning, work planning and in strategy development for bargaining issues affecting the labor negotiation process and negotiations/administration of plans and contracts. Research issues to assist with preparation of bargaining materials. Review and provide observations on contract provisions/proposals that affect programs. Assist in reviewing written proposals to be presented to a union as part of the collective bargaining process. Review union proposals when asked and provide observations.
Project Management and Reporting Serve as the Policy Administrator to oversee annual policy review process. Send communications to the campus community about the policy review process and timelines. Update the Policies SharePoint site and ensure current policies are accessible. Create and maintain annual reports on college policies and their revision dates. Serve as the Delegation of Authority Administrator to oversee Manage and updates college Delegation of Authorities fiscally, obtaining approval from CFO and Minnesota State Colleges & Universities Finance Department; and routing approved copies to our Human Resources department, employees supervisor, employee and President’s Office file. Serve as the Committee Administrator to oversee annual committee review process. Create, update and maintain reports on South Central College standing committees and workgroups, including membership of those bodies, length of terms, and member solicitation. Oversee Committees SharePoint site. Communicate to committee chairs the process of recording and posting meeting agenda, minutes, committee’s charge and membership roster on SharePoint site. Provide information required for college performance metrics, as well as specialized reports periodically required in support of system initiatives. Maintain annual and periodic reports on all projects, including project status, completion and other related work.
Budget Management Maintain budgets for Office of the President. Participate in annual forecasting and monitor accounts. Review monthly budget reconciliation reports and advise President of any outliers. Create purchase orders and coordinate payment of invoices after verifying amounts. Prepare Professional and Technical Service contracts for President as directed. Reconcile monthly purchasing card statements and expense reports.
Schedule meetings, appointments, conference registrations and travel for the President. Coordinate the president’s schedule; arrange dates and times for meetings; resolve scheduling conflicts. Coordinate meeting logistics for the President. Communicate regularly to internal and external guests concerning meeting schedule, location, agendas, reserve parking, etc. Maintain reservation lists for events hosted by the President. Coordinate room reservations and catering arrangements when appropriate. Make travel arrangements for the President, completing conference registration forms, and other travel-related documents. Research best itinerary, book travel and hotel reservations and provide detailed documentation for trips.
Manage Annual Event and Meeting Planning for the President Coordinate annual schedule of events and meetings hosted by the President. Maintain reservation lists, guest contact information, facility arrangements. Collaborate with the marketing, public relations team to create and send invitations and mailings. Collaborate with event staff to make reservations and catering arrangements. Manage logistics of college/administrative special events, including agendas, collateral material and speaker gifts.

Benefits

11 paid Holidays
Vacation Time
Sick Time
six weeks of Paid Parental Leave
low cost medical and dental insurance with low deductibles ($250 - $1500)
a Pension Plan
457(b) and 403(b) retirement plans and other retirement investment options
pre-tax medical and dental expense (with roll-over option) and dependent care accounts
employer paid life insurance
short and long term disability
professional development and a tuition waiver program for employees and their dependents