Executive Assistant

Category: Management Confidential
Department: Institutional Effectiveness
Locations: Poughkeepsie, NY
Posted:
Closes:
Type:
Position ID: 186539
THE POSITION:

The Executive Assistant plays a pivotal role in the Unit of Institutional Effectiveness, providing executive support, coordinating key initiatives, and assisting with operational tasks related to grants management, diversity and compliance programs, and overall institutional effectiveness. This role requires a high degree of organization, attention to detail, and the ability to manage multiple priorities. The Executive Assistant will support the Vice President, manage critical office functions, and support various departments within the unit and across units to ensure the successful execution of strategic initiatives.

ROLE AND RESPONSIBILITIES:

The Executive Assistant has specific responsibilities related to the Office of Grants, the Office of Diversity & Compliance, and the Unit of Institutional Effectiveness, and reports directly to the Vice President for Institutional Effectiveness.

General Administrative Responsibilities

• Support the Vice President of Institutional Effectiveness in general administrative tasks and on specific projects, including but not limited to scheduling, note-taking/minutes, communications, budget, and purchasing.
• Coordinate communication between the Office of Grants, Office of Diversity & Compliance, and other departments, ensuring alignment with institutional goals.
• Organize meetings, events, and initiatives, ensuring all logistics are effectively managed.
• Manage departmental records, filing systems, and documentation, maintaining confidentiality of sensitive materials.
• Assist with creating and distributing internal memos, reports, communications and updates to relevant stakeholders.

Grants-Related Responsibilities

• Maintain an annual grants calendar and monthly updates related to College's strategic priorities.
• Assist with communications for externally funded research for faculty/staff projects
• Support the development and organization of grant applications, including narrative preparation and document compilation using systems like Grants.gov.
• Provide administrative support for faculty and staff in the preparation, submission, and post-award management of sponsored program applications.
• Help support the development and management a dedicated Grants webpage with relevant forms, calendars, and funding opportunities.
• Maintain the internal grant management database, updating the comprehensive grants list and preparing grant award documentation.
• Track progress and expenditures of all College grants and facilitate regular communication with program leads and the Business Office.
• Provide reminders and alerts for reporting deadlines, ensuring compliance with applicable regulations.
• Assist with the preparation of narrative progress reports, collection of signatures, etc., working closely with program managers to ensure timely submission.
• Draft monthly reports for review on funded and non-funded projects' status.
• Assist in arranging correspondence with administrators from other institutions and federal sponsors.

Diversity & Compliance-Related Responsibilities

• Serve as the point of contact for Diversity, Equity, and Inclusion (DEI) training initiatives, promoting participation and maintaining training records.
• Research, compile, and organize materials for DEI-related initiatives and events.
• Assist in the coordination and organization of DEI-related events on campus.
• Support the Director of Diversity & Compliance with Title IX and Title VI investigations, ensuring thorough preparation and documentation.
• Manage and respond to inquiries, scheduling follow-up appointments as necessary.
• Maintain an internal and external referral/resource database for topics related to DEI, Title IX, ADA, etc.
• Provide logistical and administrative support for DEI training workshops, meetings, and events, including room reservations, preparing agendas, and documenting meeting minutes.
• Oversee departmental purchasing, travel, and budgetary records.
• Manage written correspondence related to compliance investigations and complaints.
• Assist with marketing and communications efforts, including creating and updating educational materials related to DEI.
• Support the development of content for the department's web page and other marketing initiatives.

Job Requirements:
REQUIREMENTS

• Associate's degree or equivalent experience in a related field (e.g., business administration, communications, higher education).
• Minimum of 5 years of experience in executive administrative support, preferably in higher education or a related sector.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously while maintaining attention to detail.
• Exceptional communication skills, both written and verbal, with the ability to interact effectively with stakeholders at all levels.
• High level of discretion and confidentiality in handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

PREFERRED QUALIFICATIONS

• Bachelor's degree or higher in a related field.
• Experience in higher education administration or related nonprofit settings.
• Familiarity with grants management systems and compliance tracking.
• Previous experience supporting diversity and inclusion initiatives.
• Experience in managing and tracking budgets

Additional Information:
The Executive Assistant is a Full-time, Management Confidential position in the Office of Institutional Effectiveness.

SALARY: $76,000 - $96,000 commensurate with education

WORKING CONDITIONS

• The performance of this work is primarily in-person and on-site at our Main Campus in Poughkeepsie.
• Flexible hours may be necessary.
• Some travel locally will be necessary on an as-needed basis.

To apply, visit http://sunydutchess.interviewexchange.com/jobofferdetails.jsp?JOBID=186539

jeid-22a39ffceac67d42b761afd4162b556c