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Form of workDepartment: Vice Pres Student Affairs Salary/Grade: EXS/7 About Student Affairs: Student Affairs at Northwestern University envisions building a just, health, and meaningful student learning experiences by pursuing equity, justice, and belonging. This work happens with all of us as people holding multiple identities. Through the frame of collective impact, we strive to center the voices, experiences, and needs of our most marginalized communities.
This calls for both individual and collective responsibility and work that supports universally designed solutions that benefit not just individuals, but the full community. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/strategic-themes.html Job Summary: As a partner to the Vice President for Student Affairs (VPSA) and the Assistant Vice President and Chief of Staff (AVP/CoS), the Executive Assistant (EA) provides highly competent Executive Assistant support and is a member of theStudent Affairs Leadership team. Under limited supervision, and using a high degree of independent judgment, the EA manages daily operations for the VPSA.
The EA will interact with Northwestern executives on a regular basis, exercise discretion in the coordination of sensitive and confidential information and materials and interpret policy in responding to departmental inquiries on behalf of and in the absence of the VPSA. The EA works collaboratively with the staff in the Office of the VPSA and will build a high functioning team with the Program Coordinator and the Associate Director of Special Events in the office. The EA will prioritize time allocation for the VPSA and handle all aspects of the VPSA's calendar.
The EA represents the Office of the VPSA, as appropriate, to facilitate and/or promote office goals. Areas of responsibility include overseeing office management, scheduling all of the VPSA's meetings as well as certain events for the Division of Student Affairs, creating project timelines, managing purchasing for the Office of the VPSA, coordinating workflow/project tracking, arranging travel for VPSA and their guests, ensuring timely reimbursements, generating general communications and correspondence, creating reports in various formats including Microsoft Office Word, PowerPoint, and Excel, coordinating audio-visual needs and catering menus for meetings, and performing other duties as assigned. The EA improves workflows and simplifies procedures.
The EA also prepares agendas and makes arrangements for staff and committee meetings and provides primary administrative support for the Student Life Committee of the Board of Trustees. Please note: Some weekend and evening hours will be required; some weeks will require > 37.5 hours per week. Pay: The pay for this Executive Assistant position is $77,000 per year.
Principal Accountabilities: (30%) VPSA Office Management Receives and reviews incoming requests and prioritizes them according to significance and urgency. Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment. Manages and oversees the daily operations of theOffice of the VPSA.
(30%) Calendar Management Applies a high degree of independent judgment and discretion to manage the VPSA's complex calendar and decide on priorities to ensure effective use of the VPSA's time. Coordinates complex travel arrangements. (20%) Meeting Preparation Coordinates a variety of meetings, events or team building activities, which may include managing logistics, distributing meeting materials including but not limited to agendas, taking meeting minutes, managing attendee lists, and coordinating room reservations, audio-visual needs and/or catering including providing administrative support for meeting of the Student Life Committee of the Board of Trustees, the Student Affairs Leadership Team, and the VPSA's Direct Reports Ensures creation and distribution as appropriate of all necessary documents.
Ensures creation and distribution as appropriate of all necessary documents. Uses analysis, research, and/or knowledge of subject matter, professional field and/or topic to independently create correspondence, agendas, minutes, notices, proposals, reports, queries, charts, analysis, presentations, etc. Determines which documents require supervisor's review, edit and/or approval.
(10%) Relationship Management Works collaboratively with other administrators and support staff throughout the University. Serves as the initial point of contact for guests creating a welcoming and hospitable environment. Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies.
Works collaboratively with other administrators and support staff throughout the university. Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies (10%) Supports or manages special projects, as needed. Minimum Qualifications: Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired.
Four or more years of executive administrative support experience, with prior experience in support of a senior leader in a similar role. Minimum Competencies: Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly Word and PowerPoint and web-based meeting systems such as Zoom. Demonstrated excellent oral and written communication skills.
Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people. Proven ability to take initiative and make sound decisions without direction. Expert competence multitasking and managing competing priorities.
Preferred Qualifications A bachelor's degree along with 6 years progressively advanced administrative support experience in higher education, culminating with assisting an executive level staff member. Four or more years of executive administrative support experience, with prior experience in support of an executive leader in a similar role. Preferred Competencies Experience with Apple/Mac products preferred Familiarity with Northwestern systems (e.g.
NU Financials) strongly preferred Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more. Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more. Professional Growth and Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home.
If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more. Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness.
More information can be found on the COVID-19 and Campus Updates webpage. The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
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