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Executive Assistant, Student Success Support and Engagement (SSSE)

Wayne State University is searching for an experiencedExecutive Assistant, Student Success Support and Engagement (SSSE)at 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 for Student Success, Support. and Engagement (SSSE). Oversee and participate in assigned projects and activities designed to achieve the strategic goals and objectives of the Office of Student Success, Support, and Engagement. Interface with internal and external stakeholders, including executive personnel, SSSE leadership team, faculty, donors, alumni, community affiliates. Function as confidential assistant to the Vice Provost.

Essential Functions Percent of Time

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

20%

Collect and prepare briefing materials for the vice provost as needed 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%

Serve as liaison and interact with university personnel, faculty and staff on action items initiated by the vice provost or requested of the vice provost by the president, provost, academic vice provosts, etc. Direct inquiries to appropriate parties. Follow up and track action issues as needed.

15%

Screen and respond to the vice provost’s meetings requests, student complaints, and all other forms of requests and inquires for the vice provost. Answer the vice provost’s direct line and respond directly, provide assistance when possible, or route to appropriate parties according to established protocol. Screen the vice provost’s incoming mail by reviewing, prioritizing, and routing accordingly.

15%

Plan and organize meetings and other events for the vice provost, occurring on and off campus, including official social/academic events and functions, and other recurring or incidental meetings and events. 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)

10%

Manage travel arrangements, both flight and hotel reservations for the vice provost, tenure-track faculty candidates, and other guest travelers of the vice provost. Prepare travel folders with itineraries, agenda packets, travel arrangements, etc. (Using Travel Wayne)

5%

Manage and collect all materials for faculty annual review and selective salary procedures. Work with faculty on promotion and tenure submissions and sabbatical leave requests. 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%

Supervise tasks and projects assigned to student assistants.

5%

Other duties as assigned.

5%

WORK CONTEXT

Job Reports to: Vice Provost & Director

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 Specialist (minimum 5 years of 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:

H9212 - Office of Academic Student Affairs (H9212)

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.