Executive Secretary, Student Affairs
Job Summary: Roosevelt University seeks an executive secretary for the Chicago Campus. This is a full-time, non-exempt clerical union position working in the Division of Student Affairs. This position reports to the Vice President for Student Affairs/Dean of Students (VPSA/DOS) and provides support to Student Affairs and Dean of Students team as the first point of contact for the Office of the Vice President for Student Affairs and Dean of Students. The Executive Secretary is the main interface between the Vice President and Dean of Students office and all internal and external constituencies, and represents the office in a positive and hospitable manner. The Executive Secretary acts as a liaison for the office in the resolution of various day-to-day matters that includes providing and overseeing support activities such as answering telephones, and taking messages. Further, the Executive Secretary is responsible for assisting and resolving problems and inquiries of students, staff and community members; reviewing and controlling incoming and outgoing correspondence; processing and managing financial documents and related budgetary tasks; and assisting with the planning and implementation of Student Affairs events and programs.
Minimum Qualifications: See knowledge, skills, and abilities
Job Type: Full-Time
Knowledge, Skills and Abilities Required: Supervision/Direction: Individuals at this grade level will work independently in an unstructured and unpredictable environment, and may in fact be responsible to develop and maintain the structure of the office. Individuals at this grade level report to the President, Senior Vice-president or Dean. Responsibility for Others: Individuals at this grade level may oversee the efficient operation of the office and the completion of assigned work. Individuals at this grade level may train, assign and oversee the work of student workers, hourly or other clerical staff. Individuals may be responsible for the accuracy, completion & timeliness of other's work. Individuals may process timesheets and other HR-related paperwork. While clerical employees may oversee the work of others, they may not have responsibility to hire, discipline or terminate. Problem Solving, Follow-up, Decision- Making and Planning: Individuals at this grade level have the ability to assess situations, make and implement decisions, and hold others accountable. Individuals must have the ability to create both short- and long-term plans and communicate the plans to others. Level of Interaction & Confidentiality: Individuals at this grade level have the ability to communicate effectively and maintain confidence in very important matters. Individuals must have the ability to use diplomacy and tact to enhance work relationships. Equipment - Supplies & Maintenance: Individuals at this grade level will be responsible to oversee others who maintain the office equipment and supplies. Education and Work Experience: Individuals at this grade level must have completed a minimum of three years of college (90 credit hours) and a minimum of five years professional office experience or four years progressive experience. One-year college education may substitute for one-year office experience and vice-versa. Computer Skills: Minimum computer skills for individuals at this grade level will be measured using customguide.com assessments. For each MS Office component, the following customguide.com assessments must be successfully completed at 90% in a proctored setting. Word: Fundamentals, Formatting Pages and Performing a Mail Merge, Document Collaboration, working with Forms, Working with Templates. Excel: Fundamentals Outlook: Fundamentals, Using the Calendar and Using the Address Book, Advanced E-mail Features Power Point: Fundamentals, Editing a Presentation and Formatting Presentations, Working with Tables and WordArt, Working with Graphs & Organizational Charts, Delivering a Presentation Access: Fundamentals, Creating & Working with a Database, Finding Filtering & Formatting Data Internet: Computer Basics (Exploring the Internet) Typing Speed: 55 wpm Computer Skills: Each MS Office component must be successfully completed at 85% in a proctored setting using Kenexa Prove It! software.
Preferred Qualifications: A minimum of two years experience in supporting executive or senior leaders in higher education. The Executive Secretary will effectively use a student database (Banner ) report writing software (Argos ), calendar management (MS Outlook.) and R25 (space management software). Demonstrated ability to handle multiple projects in a tight deadline-driven environment. Demonstrated accurate data entry and proofreading skills. Demonstrated ability to successfully be the first point of contact with students reporting crisis or other personal challenges. Demonstrated ability to work collaboratively across all University departments and employee classifications (faculty, staff, student). Demonstrated ability to track and reconcile the university's corporate card system. Excellent organizational, communication (written and verbal), interpersonal skills and keen attention to detail. Ability to exercise informed judgment and discretion in establishing and maintaining good working relationships and upholding confidentiality. A positive and professional demeanor is a must.
Roosevelt University is an Equal Opportunity Employer and welcomes women, LGBTQ, disabled, veterans, international and minority-classified individuals as applicants for all positions.