Executive Support Assistant

Jun 16, 2017
Institution Type
Four-Year Institution

Executive Support Assistant

Posting Number: S0367
Faculty Rank:
Status: Awaiting Approval
Classification: Classified Anticipated Length of Appointment:
Special area(s) of assignment (teaching/research/administration):

Position Summary:
Willamette University is pleased to announce an opening for a non-exempt full-time position of Executive Support Specialist within the College of Liberal Arts Dean's Office.

The Executive Support Assistant provides comprehensive administrative support to the Dean and Associate Deans and the complex functions they manage.

In all areas of responsibility, the incumbent safeguards the confidentiality of personnel information, and department and administrative records, files and communications by exercising discretion in information provided to students, faculty, staff, and the public.

This is a full-time year-round non-exempt position. This position is eligible for the University's generous benefits package that includes: medical/dental insurance, sick and vacation accruals, retirement contribution of 10% of gross base pay from the University in exchange for a mandatory retirement contribution of 1% by the employee, tuition remission, and holidays.

Starting hourly rate for this position is $16.07 and depending on background, experience, and education it may be higher.

Typical Work Schedule: M-F; 8 am to 5 pm (40 hrs/wk); work schedule will be confirmed with the hiring manager.

Duties & Responsibilities:
The duties and responsibilities of this position include, but are not limited to, the following functions, which are not listed in any particular order of significance:

1. Provides primary and confidential administrative, clerical, and secretarial support to the Dean and Associate Deans. Duties include, but are not limited to: maintaining, managing, and coordinating schedules/calendars of the deans; making travel arrangements and providing associated accounting follow-up; providing clerical, correspondence, program and project support; managing information (e.g., telephone, e-mail, letters, in-person) flow through the Dean’s office.

2. Provides front-line customer services, including but not limited to answering phones, greeting visitors and answering general questions related to the functions of the office. Screens and routes calls, takes messages and schedules meetings requested by visitors/callers with the Dean. Provides information to students, faculty, staff, alumni, press, and other members of the public; responds to questions and/or complaints as appropriate. Assures that information is accurately/wisely conveyed to each of these groups.

3. Assists the Dean in preparing for Board of Trustees meetings. Attends Trustee and records official notes of meeting for distribution.

4. Acts as primary administrative support to the responsible Associate Dean and Institutional Research during the SAI (course evaluation) process.

5. Provides/coordinates administrative support for faculty and administrative searches as assigned.

6. Maintains confidential faculty personnel files, ensuring that contractual paperwork, salary letters, cvs, and all supplemental materials are up to date.

7. Assists the Dean and/or Associate Deans in the planning of regularly scheduled faculty meetings, periodic faculty retreats, and other events and meetings. This may include scheduling of locations and times, ordering refreshments, requesting AV equipment, coordination of schedules, and preparation and distribution of meeting materials.

8. Manages Deans’ Office student employee work schedules and work assignments. Trains and assists students in time reporting.

9. Maintains faculty search files for Dean’s office. Assists in “on-boarding,” and prepares appointment documents, for new faculty and administrative employees. This includes, but is not limited to, ensuring that all new employees are scheduled for University orientation, have necessary documents completed for payroll, keys, ID cards, parking, new computer, office set-up, e-mail, and are generally made welcome.

10. Works closely with CLA Financial Officer, CLA Faculty Support Manager, Student Success Hub Administrative Assistant, and the office of the VPASA to ensure smooth running of Academic Affairs processes. May occasionally be asked to support other office team members in completing projects.

11. Orders office supplies, including specialty paper and stationary.

12. Maintains office supply room, storage rooms and common storage areas. Monitors staff and student copy and fax equipment and vending machines. Process work requests for equipment and for building maintenance and repair.

13. Reviews CLA calendar and provides information relevant to vacation requests.

14. Schedules and sets up teleconference phone.

15. Makes all travel and compensation arrangements for speakers hosted by the Dean’s office.

16. Maintains and updates the Dean’s website to provide current, accurate and easily accessible information.

17. Maintains Dean’s email list serves and WISE site folders.

18. Provides administrative support for Honors Council, Academic Council, and other committees, including creating, maintaining and processing reports and agendas, maintaining websites, and coordinating meetings.

19. Maintains keys to all display cases, file cabinets, storage rooms and lock boxes.

20. Coordinates staff and faculty honors and awards nominations, retirement gifts, cards acknowledging life events, and procures awards as needed.

21. Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential materials.

22. Acts as a member university committees as requested.

23. Acts as the floor captain/monitor in case of an emergency.

24. Performs other duties as assigned.

Additional Information/About the Department:

Required Qualifications:
1. High school diploma or GED required.
2. Five years of job-related work experience, part of which may be satisfied by education and training.
3. Excellent written and verbal communication skills.
4. Excellent organizational and time management skills; able to manage and prioritize multiple concurrent projects and meet deadlines.
5. Possess superior skills in business English, spelling, punctuation and proofreading and general business etiquette.
6. Competency in use of technology. Strong knowledge of Microsoft Word and Excel. Experience with data entry for computerized information systems. Willingness and ability to learn new technologies associated with the job.
7. Excellent interpersonal/people skills with ability to interact with diversity of people both in and out of University, and at different levels of the organization.
8. Must have patience, integrity, and the ability to exercise good judgment and diplomacy. Must maintain a high level of confidentiality.
9. Must be able to work independently, showing initiative and a high level of self-motivation. Must be willing to take on routine tasks and also accept complete responsibility for projects.
10. This position is subject to a criminal conviction record check.

Preferred Qualifications:
1. Bachelor’s degree.
2. Experience working in higher education.

Special Instructions:
Thank you for considering a position at Willamette University (WU).

Please note that you will need to create an account in order to apply if this is your first time applying online with WU.

You will be asked to submit the following documents as part of your application materials:
• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis.
• Current Resume
• As part of the application, please include a list of references (name, title, preferred contact information, and brief description working relationship to reference).

Application Deadline: June 30, 2017. Desired start date is July 31, 2017.

Open Date: 06/15/2017
Close Date: 6/30/2017
Open Until Filled: No

Apply online at https://jobs.willamette.edu/postings/2371

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.


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