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Executive Administrative Assistant - FT

Mount Mary University
Milwaukee, WI, USA

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Technology, IT Support & Training
Employment Type
Full Time
Institution Type
Four-Year Institution
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  • Milwaukee, WI, USA
  • Full Time
  • Email Me Similar JobsEmail Me This JobPosition Summary:

    The Executive Administrative Assistant to the Vice President for Academic Affairs is responsible for maintaining a harmonious flow of communications to and from the office, as well as performing numerous office and support duties while being able to work independently on projects. This role requires flexibility, excellent interpersonal, communication, and technical skills, and project coordination expertise. The Executive Administrative Assistant must work well with all levels of management, staff, students, and external associates. The role is responsible for oversight of office management and seeks to improve processes, invoke constructive change, and collaborate with stakeholders to produce positive outcomes.

    Primary Responsibilities:

    Duties include, but are not limited to, the following:

      Manage complex calendar for the VP for Academic Affairs including scheduling meetings, sending links, securing room reservations, and serving as a gatekeeper for the office.Support special events organized by the office including, but not limited to, the All-University Workshop and Commencement. Duties include but are not limited to preparing announcements, invitations, scripts, certificates, registration, managing catering, maintenance, and IT requests, and completing any follow-up correspondence.Manage and track department budget expenditures on a regular basis and prepare check reimbursements and transfers.Create and maintain accurate, up-to-date records and confidential files for the office.Use Jenzabar data system to access student and employee information.Prepare reports, meeting agendas, and maintain minutes for various constituent groups on campus.Collaborate with Human Resources to produce, update and track the return of full-time faculty contracts annually.Coordinate travel and conference arrangements.Coordinate mini-grant, sabbaticals, course release, and forgivable loan, etc. application processes.Act as liaison to IT and Facilities to report, monitor, and track office operational needs. This includes the creation of IT help desk and facilities online work orders, as well as follow-up on behalf of the VP for Academic Affairs until the work order has been resolved.Proactively seek opportunities to support VP for Academic Affairs in completing assignments/projects etc.Monitor and/or purchase office supplies and maintain inventory for the office as needed or directed.Maintain professionalism, as well as a welcoming and supportive demeanor at all times.Serve on University Committees as required.Provide support to Deans as assigned.Support other special projects and initiatives of the department.All other duties as assigned.
    Skills and Experience:

    • Associate degree required, bachelor's degree strongly preferred.
    • Experience working in an administrative support role, previous experience in an academic setting preferred.
    • Outstanding communication skills, both written and verbal.
    • Excellent computer skills in MS Word, Excel, and PowerPoint, Foxit PDF, Jenzebar and the ability to learn new software as needed, Proficient in all aspects of Outlook including managing calendars, setting up meetings, using electronic searches, resource reservations, recurring meetings, and all other Outlook capabilities. Proficient in using multiple virtual conferencing platforms (e.g. Zoom, Teams, etc.).
      Ability to maintain professionalism and confidentiality.Commitment to working as a team member who respects diversity, equity, and inclusion.Ability to build relationships with other MMU university offices.Sincere desire to assist faculty and community members; strong customer service orientation.Strong attention to detail; demonstrate flexible and efficient time management.Flexibility in working with frequent interruptions.Prefer experience in office management.

    • To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform primary functions.
      Available Monday-Friday to coincide with faculty and university business hours. Occasional evening and weekend hours may be required.
    Physical Demands:

    • May be required to lift up to 20 lbs.
    • Must reach, bend, stoop, lift.
    • Must sit, walk or stand.
    • Some repetitive motion may be required.
    Working Conditions:

    • Varying workflow; sometimes stressful with high workload times of the year.
    • Complete work required within a limited space.
    • Complete work required within a limited time.

    Mount Mary University encourages applications from all qualified candidates and is vitally committed to all aspects of diversity, equity, and inclusion. We welcome and encourage applications from qualified candidates and all will receive consideration for employment regardless of race, color, religion, sex, national origin, age, ethnicity, pregnancy, disability, genetic information, or any other groups protected by law. Mount Mary seeks to hire and retain personnel who will make a positive contribution to its mission, vision, and values.

    For more information about diversity, equity, and inclusion at Mount Mary please visit

    Mount Mary University
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