Posting Details

Position Information

Position Title Executive Assistant to the Interim VP of Human Resources Category Administrative Position Number A99857 Posting Number S0000612 Location Chicago Open Date 12/04/2018 Close Date Open Until Filled? Yes Job Type Full-Time Working Hours Position Summary

Under the general direction of the Interim Vice President (VP) of Human Resources, the Executive Assistant (EA) to the Interim VP oversees and coordinates the Interim VP’s activities.

The EA provides administrative support and other project-related support to ensure that the strategic and operational initiatives of the University are implemented in an effective and efficient manner while exercising initiative and judgment on a regular basis.

Works independently and provides recommendations to enhance the organizational effectiveness of the Office of the Interim VP of Human Resources and its mission.

Requires the application of specialized administrative knowledge, employee focus, organization and attention to detail, initiative, and independent judgment. The EA is distinguished from all other administrative support classifications in that the major duties performed require independent judgment and prioritization, tracking, and communication. Some secretarial/clerical duties may still be required, but are performed less frequently with notable independence and accountability for the work results.

This position is a full-time exempt position and reports to the Interim VP of Human Resources.

Knowledge, Skills and Abilities Required

A bachelor’s degree in a related field.

A minimum of 5 years previous experience providing proactive support as an Executive Assistant.

2 years of supervisory experience.

Demonstrated Project Management experience.

Previous experience working in a Human Resources department or with Human Resources initiatives.

Excellent organizational, communication (written and verbal), interpersonal skills and attention to detail.

Ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships.

Ability to demonstrate a commitment to service excellence by embodying Roosevelt’s core values, mission, and vision in every aspect of the role working with students, faculty, staff, and visitors.

A positive and professional demeanor is a must.

Demonstrated intermediate to advanced Microsoft Office Suite including Word, Excel, PowerPoint and Outlook with heavy email management experience.

Years of Experience Required 5 Required Education Bachelor's Degree Certification/Licensure Required Minimum Qualifications

Please refer to knowledge, skills, and abilities required.

Preferred Qualifications

Master’s degree in related field preferred

Non-profit experience a plus

Banner experience preferred

Equipment Operated

Basic office equipment (desktop computer, copier/ multi-function device, fax and telephone).

Working Conditions

Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and repetition. Moderate level of stress. Occasional travel within the local or regional setting may be required.

Priority Application Instructions Departmental Contact Information Essential Job Functions

Duty and Responsibility

Heavy calendar scheduling and email correspondence.

Ensure optimal scheduling of strategic meetings/events based on a practical understanding of the business priorities.

Ensure VP stays on schedule and has proper documents for meetings.

Key player in special project management initiatives. Also provides administrative support and research assistance for ongoing projects.

Work closely with Assistant VP, HR manager, and Generalists on orientation, other hiring initiatives, benefits, as well as other special projects.

Answer, direct and manage telephone calls and requests for the VP of HR department.

Create presentation materials (PPT and Excel) for a variety of audiences.

Manage and prepare supporting agendas, preparatory documents, and meeting logistics, etc. for Executive meetings with the President, Executive Council, Enrollment Management, etc.

Percentage Of Time 45 Essential Job Functions

Duty and Responsibility

Help manage budget and reporting, and liaison with Finance where necessary.

Key supportive player in special initiatives such as taking notes and producing reports for the University Union clerical meetings, Employee Recognition, Faculty orientation.

Coordinates and schedules all travel in cooperation with other appropriate offices.

Percentage Of Time 40 Essential Job Functions

Duty and Responsibility

Supervise and coach clerical staff and student workers.

Backup for the Senior Administrative Clerk.

Other duties as assigned.

Percentage Of Time 15 Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have an earned Bachelor's degree?
   • Yes
   • No
2. * Do you have a minimum of 5 years of previous experience providing proactive support as an Executive Assistant?
   • Yes
   • No
3. * Do you have demonstrated Project Management experience?
   • Yes
   • No
4. * Do you have experience working in an HR department or with HR initiatives?
   • Yes
   • No
5. * Do you have experience working in a non-profit environment?
   • Yes
   • No
6. * Do you have at least 2 years previous supervisory experience?
   • Yes
   • No
7. * Please briefly describe your experience in Excel and project management.

   (Open Ended Question)

Applicant Documents Required Documents

1. Resume
2. Cover Letter
3. List of References

Optional Documents