Essential Duties and Responsibilities

• Provide employee support for all areas of HR including: recruitment, selection, hiring, compensation, benefits, trainings, performance reviews, onboarding, etc.
• Liaison between HR and other divisions.

·         Manage and schedule meetings and appointments, plans Vice President’s participation, provides onsite coordination, technical support, and tracking of action items.  Ensures that the executive is informed of all relevant matters. Manages, monitors, and coordinates an executive’s calendars for meetings or event commitments. May help determine priorities for the executive’s calendar in addition to coordinating efforts of other staff engaged in scheduling the executive’s time. Determines information and scheduling requirements. Researches information; alerts the executive of appointments needing to be rescheduled and future key appointments. Reschedules existing appointments as deemed appropriate.

• Anticipate the department needs and proactively assembles the appropriate people and resources to solve problems.
• Field incoming requests; exercise strong judgment and discretion with highly confidential information interacting with top-level contacts on highly sensitive information necessitating considerable use of tact, reasoning skills and diplomacy, and communicating and interacting with internal and external stakeholders.
• Review and prioritize communications (electronic, oral and written) and determines appropriate action to take, including responding directly, preparing draft response for Vice President’s review or delegating to other team members for response preparation.
• Lead, drive, and execute on various team events, socials, offsite meetings, etc.
• Train, coach, and work to identify and implement organizational administrative efficiencies from a time and budget perspective.

·         Facilitates communications between the executive and direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between the executive and other College offices and/or external parties. Serves as a key resource and provides ongoing public relations on the executive’s behalf with faculty, staff, visiting trustees, major donors, dignitaries, and/or other VIPs. Represents the executive through phone and personal contacts, as needed. Screens, responds, or forwards incoming calls directed to the executive.

·         May assist in managing operational budgets including fiscal planning and monitoring.

·         Researches and resolves problems or questions referred by faculty, staff, visitors, or external contacts as needed or requested by the executive. Analyzes and reports resolution or findings.

·         Designs and creates documents and/or presentation slides using computerized graphics, desktop publishing, and word processing software. Determines type(s) of artwork (i.e., illustrations, photos, charts, graphs, design covers) to accompany documents and/or presentation slides while considering compatibility, content, audience, style, format, intent, etc.

·         Maintains a thorough understanding of all executive office matters and policies and procedures in addition to applicable government laws and regulations.  Updates the executive on new developments.

·         May direct and supervise the work of staff members or student workers. Sets and communicates priorities and performance standards.

• Perform a variety of other administrative duties such as processing invoices, vouchers, purchase orders, budgets, data entry, scanning, coping, and filing

·         Performs other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion.

Qualifications

• Bachelor’s degree or combined experience/education as substitute for minimum education. A minimum of 7 years related work experience is required in a progressively responsible administrative role in an executive office.
• Individual must have exceptional interpersonal skills and a heightened sense of protocol and diplomacy and the ability to exercise sensitivity, confidentiality, and discretion in every matter.
• This position requires excellent writing, proofreading, and verbal skills; strong organizational skills and attention to detail to address, prioritize, and coordinate multiple projects, problems, and activities concurrently while maintaining composure.
• Commitment to maintain the highest level of integrity and confidentiality for the college.
• Strong analytical skills and problem-solving ability based on data.
• Superb time management skills.
• Excellent project management skills.
• Event coordination experience preferred.
• Individual is required to have fully-proficient computer skills, including working with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, etc.)
• Experience in a higher education environment is preferred.

• Desire to pursue human resources as a career preferred
• Act as a back-up to other HR positions as needed.