Job no: 501536
Work type: Nonexempt Staff Full-time
Location: Bethlehem
Categories: Administrative Services

The Executive Secretary supports the Vice President/Vice Provost of International affairs (OIA) in diverse administrative duties of considerable function, scope and confidentiality. Responsibilities include managing the daily operations of the office, maintaining a highly complex calendar, arranging detailed domestic and international travel, monitoring finances, organizing events, working in cooperation with others within OIA and across campus on committees and special projects and utilizing various technologies. This position will interact with people from around the globe and therefore must have a deep commitment to diversity and inclusion. The position will be a member of the OIA leadership team. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

1. Executive Staffing (50%)
*Provide information and assistance, handle questions and issues as they relate to international programs guided by a complete understanding and knowledge of the Office of International Affairs (OIA) mission and goals
*Accurately maintain a highly complex and constantly changing calendar for the Vice Provost/Vice President (VP); meetings will vary greatly in the number of participants and can span several time zones
*Arrange detailed travel plans and itineraries for the VP and monitors travel expenses; may include organizing events in other countries
*Arrange travel plans and itineraries for visitors, job candidates and others from across campus who travel with the VP; coordinate executive travel with other executive assistants
*Attend high-level meetings; record, draft and distribute (pending approval) minutes
*Monitor the invpia email account and manage inquiries, ensuring accurate and timely distribution to the appropriate departments and people for resolution
*Compose and/or edit routine and complex correspondence, memoranda and emails; handle confidential and sensitive materials such as search files
*Prepare and produce various custom and/or specialized reports as required
*Proofread and edit internal and external communications; create graphs, charts and presentations
*Serve on search committees as assigned
*Act as team leader among the stem coordinators, organizing quarterly meetings with this group *Develop and implement training program for basic competencies for all coordinators within the stem in coordination with the Administrative Director
*Track and renew institutional and VP subscriptions and memberships
*Serve as a member of the OIA Leadership Team
*Utilize various technologies to efficiently carry out assignments
*Screen and direct telephone calls and receive visitors
*Hire and supervise work-study students and monitor time tracking to ensure accurate reporting to the Financial Aid office
*Provide occasional administrative support to Administrative Director and Director of Global Partnerships and Strategic Initiatives
*In cooperation with the Director of Global Partnerships and Strategic Initiatives, support Partnerships database by maintaining records of faculty and staff activities; produce reports on activities as needed; advise on good practice to manage the database
*Maintain a high degree of discretion when dealing with highly confidential information

2. Finance (20%)
*Responsible for the maintenance and oversight of financial records for the VP
*Audit and reconcile OneCard transactions for VP and own account to ensure proper interpretation of the Business and Expense Travel Policies
*Serve as a reconciler and approver for others in OIA as assigned
*Produce monthly financial reports of VP operating indexes from Banner for review
*Verify the accuracy of bills incurred by the VP office and ensure timely payment
*Prepare and execute travel reimbursements for the VP and others as needed
*Track expenses shared by the VP and other offices, both within OIA and across campus, entering reallocations where necessary
*Prepare, monitor and reconcile budgets for OIA and VP events
*Maintain current knowledge regarding currency rates
*Maintain supplies and inventory for the VP office

3. Event Coordination (15%)
*Responsible for planning and execution of events hosted by the VP; events range from forums, seminars, formal dinners, luncheons and small and/or large events in other countries
*Coordinate event budgets with VP and others
*Track and maintain expenses for events, ensuring that budget guidelines are adhered to
*Organize and choose dates and venues, provide recommendations for menus; may include working with people from other countries if the event takes place internationally
*Design and track registration for events using Qualtrics, Google Forms or other software
*Maintain knowledge of programs needed for virtual events
*Organize internal OIA stem events including quarterly meetings
*Assist other directors and departments with events as needed

4. Support for Special Projects (15%)
*Conduct basic research for the VP, compile and analyze information
*Process routine partnership agreements in coordination with the Director of Global Partnerships and General Counsel’s office
*Lead projects such as the OIA Learning Series
*Assist VP and directors during staff transitions as needed

Grade: 8 – 37.5

Position Number: S73020

Special Considerations

The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community.

Qualifications

High school diploma or equivalent combination of education and experience

Three to five years related work experience

Proven ability to manage multiple tasks simultaneously and a high degree of initiative for bringing tasks to completion

Excellent communication, interpersonal skills and a high level of customer service required

Ability to build, foster and maintain positive professional relationships

Excellent attention to detail, organizational skills, time management and sound judgment

Adept use of digital communication preferred

Solid analytical, decision making and problem-solving skills

Excellent computer skills with experience using word processing, spreadsheet, database and presentation software

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

All Lehigh faculty and staff are required to be fully vaccinated and receive a booster shot six months after their second vaccine; unless they receive an approved medical or religious exemption from the requirement.

Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.

Advertised: July 08, 2022 Eastern Daylight Time
Applications close: Open until filled