Executive Assistant to the Vice Provost for Academic Innovation and Faculty Affairs at Stevens Institute of Technology in Hoboken, New Jersey

Job Description:

Job Description

The Executive Assistant to the Vice Provost for Academic Innovation and Faculty Affairs directs the daily operations of the Office of the Vice Provost by providing direct executive assistance to the Vice Provost, Office of Faculty Development, and Office of Academic Administration with responsibilities including management of schedule, calendar appointments, phone, travel, coordinating project activities, information retrieval and processing, and other administrative duties. The successful candidate must have extensive experience managing a broad range of administrative tasks and projects and will serve as a central resource for the coordination of the Vice Provost’s administrative directives. The Executive Assistant will exercise initiative, independent judgment, diplomacy, and have a service-oriented attitude, while utilizing discretion and appropriate judgment regarding sensitive and/or confidential matters. The ideal candidate will be comfortable with technology and learning new systems.

Essential Duties and Responsibilities:

• Provide executive support to the Vice Provost and the offices. Ensure the Vice Provost is updated in advance on daily activities which includes preparing and gathering of meeting materials and providing the status of ongoing projects and activities. Track, anticipate, and prepare for upcoming deadlines, events, and agenda items that require action by the Vice Provost.


• Coordinate the Vice Provost’s calendar; schedule appointments and exercise discretion and judgment as to priorities and effective use of the Vice Provost’s time, use judgment to resolve urgent requests and conflicts. Organize background materials needed or follow-up documents. Handle all travel arrangements and logistics.


• Schedule appointments and support projects and logistics for the Office of Faculty Development and Office of Academic Administration.


• Prepare comprehensive and detailed reports utilizing MS Office Suite, present data in a meaningful, logical manner.


• Coordinate and work collaboratively with other Executive Assistants and university offices to accomplish key tasks and responsibilities of the role.


• Initiate communications, handle correspondence, and reply as appropriate and needed on behalf of the Vice Provost.


• Prepares for events hosted by the Office of the Vice Provost for Academic Innovation and Faculty Affairs, Office of Faculty Development, and Office of Academic Administration, which may include ordering food, writing/copying agendas, and confirming conference room space and coordinating activities with the Office of University Events.


• Assist the Vice Provost by independently managing special and ongoing ad hoc as needed.


• Welcome guests, in person and on the telephone and serve as the principal public relations manager for the Vice Provost's office; answering and directing inquiries as needed.


• Assist with financial transactions related to the budget including PCard reconciliations, purchasing, supply inventory, employee travel and reimbursement.


• Generates and proofreads correspondence; prepares and distributes letters; maintains appropriate files and records, both paper and electronic.


• Other duties as assigned.

Qualifications:

• Bachelor’s degree required.


• Minimum of five years of relevant experience, preferably in higher education supporting a senior level administrator.


• Expertise in Microsoft Office - Outlook, Excel, Word, and PowerPoint and other document management tools including Google Drive, OneDrive, and other solutions.


• Strong computer proficiency and the ability to quickly learn and assimilate new systems and information.


• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands.


• Must be resourceful yet know when to ask questions and for help.


• Ability to maintain and project a professional image at all times with exemplary poise and diplomacy.


• Maintain utmost confidentiality and discretion in all things, handling confidential and non-routine information with tact.


• Strong customer service orientation.


• Excellent communication skills, with the ability to communicate well with both internal and external constituents at all levels.


• Excellent attention to detail.


• Ability to be both highly efficient and effective.


• Ability to plan, organize and control large and small projects through to completion.


• Proven ability to work independently and as part of a team.


• Ability to accept direction on assignments and work with minimum supervision, building support from colleagues where applicable.


• Ability to think critically and to make sound decisions.


• Ability to complete complex assignments quickly and with a high degree of quality and accuracy; respond with appropriate urgency to situations that arise and solve difficult problems proactively and efficiently.


• Proven track record of handling sensitive information with the highest level of professionalism and confidentiality.


• Demonstrated ability to work effectively with individuals from diverse communities and cultures.


• Strong leadership skills and ability to take initiative required.


• Ability to establish priorities and meet deadlines.


• Availability to work a flexible schedule, including occasional evenings and/or weekends to meet demands of the position.

Department

Office of Academic Innovation and Faculty Affairs

General Submission Guidelines:

In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

Jeanne Clery Disclosure:

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. You can obtain a copy of this report by accessing the following web site: http://www.stevens.edu/sit/police

Salary:

$75,000.00

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