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Executive Assistant, Partnerships & Workforce

Wayne State University is searching for an experiencedExecutive Assistant, Partnerships & Workforceat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose:

Provide varied confidential, executive administrative support to the Vice Provost of the Partnerships and Workforce unit within Academic Affairs. Support the productivity and effectiveness of the Vice Provost and their team by performing administrative tasks. Support the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring judgment, discretion, and accuracy. Proactively anticipate needs and drive improvements to build capacity for the team. Ensure that the day-to-day related operations are run both smoothly and efficiently. Interface with internal and external constituencies and various leadership members within the WSU campus community, etc. Function as confidential assistant to the Vice Provost.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent schedule changes; set priorities. Conserve time by performing or delegating non-essential tasks. Proactively anticipate needs and drive improvements and efficiency. 20%

Track and help drive the completion of key deliverables and follow up on outstanding items. Perform special project work as specified. Serve as a delegate or proxy for the executive when appropriate. 20%

Collect and prepare briefing materials for the vice provost for scheduled meetings, events, and appointments. Prepare memos, letters, meeting agendas and materials, summary notes, reports, spreadsheets, graphics, charts, presentations, etc. Handle highly sensitive and confidential information and maintain all related files and materials with security and efficiency. Attend meetings as directed and handle follow-up activities on behalf of the vice provost. 20%

Plan and organize meetings and other events for the vice provost. Ensure that meetings and events have appropriate locations, supplies, materials, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work. (Using Wayne BUY) 15%

Manage travel arrangements, flight, and hotel reservations for the vice provost and other guest travelers of the vice provost. Prepare travel folders with itineraries, agenda packets, travel arrangements, etc. (Using Travel Wayne) 10%

Welcome guests and customers by greeting them in person or on the telephone and answering or directing inquiries. Screen/triage telephone calls and visitors. Screen incoming mail and route appropriately. 5%

Manage and collect all materials for academic staff annual promotion and tenure process and salary review procedures. Send/receive related correspondence, information, and materials on behalf of the vice provost to internal and external stakeholders to facilitate successful and timely outcomes. 5%

Perform other related duties as assigned. 5%

WORK CONTEXT

This grid characterizes the position scope.

Job Reports to: Vice President/AVP/Dean

Leadership Accountability: Implements operating plans

Supervisory Accountability:None

Organizational Accountability: None

Financial Accountability: Monitors expenditures

Customer Accountability: Interfaces with officials and executives

Freedom to Act:Subject to general input from supervisor

Qualifications:

Education: Bachelor's degree

Bachelor’s degree (or equivalent) in business, office administration or related fields preferred. An equivalent combination of education and experience may be accepted.

Experience: Intermediate (3 to 4 years job-related experience)

At least 5 years’ relevant administrative support experience, preferably supporting an executive. Experience working in cloud-based and collaboration-based environments. Experience with Office 365 Teams and Groups preferred.

Knowledge, Skills and Abilities

+ Strong interpersonal skills and proven ability to build collaborative relationships. Demonstrated ability to interact and effectively work with internal and external customers .

+ Effective and professional written and verbal communication skills, including demonstrated proficiency in grammar, proofreading, and editing skills. Ability to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude.

+ Excellent organization skills with the ability to manage a dynamic workload and complete multiple tasks within established and changing deadlines.

+ Ability to think proactively, identify and solve problems, anticipate needs, plan and prioritize work with accuracy, efficiency and timeliness. Ability to exercise sound judgement with or without complete information.

+ High-level of computer skill proficiency and demonstrated ability to advance technical skills. Comfort with and ability to adapt in a changing technical environment.

+ Office 365 (including Outlook, Word, PowerPoint, Excel, OneDrive, and OneNote) and Microsoft Teams.

+ Advanced Outlook skills, such as calendar scheduling assistant, categories, tasks & follow-up flags, moving outlook items between software tools, and securely utilizing internal and cloud-based networks for related files and data storage and maintenance.

+ Advanced Office skills such as mail-merge functions, using document templates and styles, object linking and embedding, tracking changes, excel functions. Ability to build presentations, proposals, and other professional and official documents and materials.

+ Demonstrated ability to quickly master new and changing software technologies will be required, such as online travel and procurement systems (i.e. Concur, Wayne Buy, Travel Wayne), Adobe, Visio, Skype, etc.

School/College/Division:

H92 - VP Student Affairs

Primary department:

H9209 - International Students & Scholars (H9209)

Employment type:

+ Regular Employee

+ Job type: Full Time

+ Job category: Staff/Administrative

Funding/salary information:

+ Compensation type: Annual Salary

+ Hourly rate:

+ Salary minimum: TBD

+ Salary hire maximum: TBD

Working conditions:

Normal office environment.

Job openings:

+ Number of openings: 1

+ Reposted position: No

+ Reposted reason: None (New Requisition)

+ Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.