Executive Assistant to the President

About Western Kentucky University:

Western Kentucky University (WKU) is a student-centered, applied-research institution committed to providing its students with a transformative academic and social experience and to elevating its surrounding communities. Founded in 1906, WKU is the second largest undergraduate institution in the Commonwealth of Kentucky with approximately 17,500 students (32% first generation, 18% underrepresented minority) and nearly 2,900 faculty and staff employees.

Western Kentucky University is committed to empowering its campus community to embrace diversity by building equitable and inclusive learning, working, and living environments. At the heart of our mission, we seek to provide holistic education and employment experiences that prepare students, faculty, and staff to become effective scholars, contributors, and leaders in our diverse and evolving communities.

Located 65 miles north of Nashville, TN, and just over 100 miles south of Louisville, KY, WKU's main campus is in Bowling Green, KY - a city with approximately 70,000 residents. With an ethnically and diverse population, more than 85 languages are spoken in and around Bowling Green, and people from 35 nationalities call our community home.

Western Kentucky University seeks to attract talented faculty and staff who are inspired individually to contribute to WKU's strategic plans and ongoing success. We offer comprehensive wellness and health benefits to employees and their families, including domestic partners and other qualified dependents and take pride in providing a workplace culture that supports balancing the responsibilities of work and family life. Paid-time off for holidays, vacation and sick leave, and a tuition discount program for employees and dependents are also provided. Learn more about WKU and Bowling Green at wku.edu/about.

Job Description:

Purpose of Position:

The Executive Assistant to the President is responsible for the operational and administrative functions of the President's Office and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University's role within the community. The Executive Assistant to the President has recurring contact with senior administrators and executives, public and private officials, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President's schedule and the office's daily activities. The Executive Assistant to the President uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the University and coordinates activities with several major subordinate administrative units of the University.

Primary Duties and Responsibilities:

• Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
• Promotes a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
• Serves as a liaison between the President and other University administrators, public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information and providing information to the President, and representing the President's Office on select University and civic committees.
• Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, files, and similar confidential items.
• Responsible for the overall management of the President's Office and delegation of tasks related to the President. Serves in a leadership role in the administrative and clerical operations of the office; may allocate work and assignments to other support personnel,as needed.
• Supervises directly all office student workers and their schedules and assignments.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
• Assists the President in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the president's signature.
• Serves a liaison between the President and the President's Cabinet and assists in developing and distributing President's Cabinet agendas to President's Cabinet members and their administrative assistants. Attends and participates in all cabinet meetings, tracking actions and items requiring follow-up, especially those involving the President.
• Facilitates the work of the Office of the President by coordinating the distribution and keeping accurate records of tickets for various events to which the President invites and hosts guests.
• Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
• Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President.
• Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

Requirements:

Bachelor's Degree

At least five years of increasingly responsible secretarial or administrative experience is required, which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis. Familiarity with Western Kentucky University, its operations and its policies and procedures is helpful, although not required.

Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required. Attention to detail is required. Adeptness with multitasking is required. Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software. Excellent organizational skills are required. Must be able to work independently, use initiative, and make substantive decisions quickly. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Additional Information:

Anticipated Salary Range:  $70,000 - $80,000

Kentucky state law requires all public institutions of postsecondary education to conduct pre-employment criminal background checks to determine suitability for employment.

Western Kentucky University (WKU) is committed to a policy and practice of providing equal employment and educational opportunities to all individuals. In accordance with Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Revised 1992, and the Americans with Disabilities Act of 1990, no form of discrimination or harassment will be tolerated at WKU on the basis of race, color, ethnicity, national origin, creed, religion, political belief, sex, sexual orientation, gender identity/expression, marital status, age, uniformed services, veteran status, genetic information, pregnancy, childbirth or related medical conditions, or physical or mental disability in admission to career and technical education programs and/or activities, or employment practices.

Persons with disabilities, who need reasonable accommodations to participate in the application and/or selection process, should notify the office of Equal Employment Opportunity/Affirmative Action/University ADA Services (EEO). To request an accommodation, report/express a complaint, or ask questions regarding WKU''s Discrimination and Harassment Policy (#0.2040), please contact Mr. Joshua Hayes, EEO Director/Title IX Investigator/University ADA Coordinator, via email at joshua.hayes@wku.edu or by phone at (270) 745-5121.

The University is also required to investigate complaints of sex and gender-based harassment, also a form of discrimination, and has designated the Title IX Coordinator as the individual responsible for coordinating the investigation and response to such complaints. The Title IX Coordinator for the University is Ms. Deborah Wilkins, who can be contacted via email at deborah.wilkins@wku.edu or by phone at (270) 745-5396. Additional information regarding Title IX is accessible via WKU''s https://www.wku.edu/titleix/ website.

Information concerning educational programs offered by WKU are provided at: http://www.wku.edu/atwku/academics.php

Application Instructions:

The following items must be submitted through the electronic talent management system by May 26, 2021, although expressions of interest may be considered until the position is filled:

• Cover Letter
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You will receive email confirmation once you have successfully completed the application process.