Executive Assistant to the President and Provost

Position Title: Executive Assistant to the President and Provost

Department: Office of the President and Academic Affairs

Reports To: President and Provost

Status: Salaried, Exempt

Date: December 2024

Position Summary:

To assist the President and the Provost in the daily operations of their offices. Manages a wide variety of confidential assignments. Coordinates communications for the Office of the President and Academic Affairs. Maintains current knowledge of planning and evaluation methods and serves as a resource for all areas of the University.

Essential Job Duties & Responsibilities:

• Performs a wide variety of typing/word processing duties including composing correspondence, taking and transcribing written notes, proposals, letters, memos, talks, reports, and other documents.
• At the direction of the President and Provost, executes contracts and keeps contract records for all contract personnel. Maintains confidentiality of records and documents.
• Anticipates problems, critical issues, and opportunities associated with the administrative function of the Offices of the President and Academic Affairs.
• Reviews all communications coming to the President and Provost and at their request prepares responses and/or redirects to the appropriate university official.
• Assists in prioritizing issues to the President and Provost.
• Attends meetings and campus events as directed.
• Establishes and maintains integrated working relationships with other University departments to develop and disseminate information.
• Supervises Offices of the President and Academic Affairs student workers.
• Answers the telephone and directs calls as appropriate in the Offices of the President and Academic Affairs.
• Manages the President and Provost calendars. Schedules appointments and meetings. Engages in a variety of contacts both inside and outside the university to obtain and relay information. Gathers and supplies data and gives assistance where needed.
• Coordinates and arranges meetings, including reserving rooms, set-up and food ordering as directed by the President and/or Provost, including communication with the Board of Trustees.
• Receives and distributes the mail for the Offices of the President and Academic Affairs.
• Maintains the files and records and assists in the preparation of reports for the Offices of the President and Academic Affairs.
• Manages the budget, including keeping dues and memberships up to date, keeping a record of accounts and processing requisitions for payment of invoices, credit cards, and services charged to each office.
• Assists with the work of other offices when requested by the President and/or Provost.
• Attends meetings and training sessions as necessary and encourage professional development in staff members.
• Interprets and applies polices and guidelines effectively and accurately.
• Serves as a member of special committees as directed by the President and/or Provost.
• Maintain and order office supplies for the Offices of the President and Academic Affairs.
• Receive and record daily class cancellations for the Academic Affairs Office.
• Request, receive, and organize all syllabi each semester for the Academic Affairs Office.
• Process large electronic mailings, including probation letters 3 times a year, suspension letters 3 times per year, and Dean's list letters twice a year for the Academic Affairs Office.
• Manage the distribution and collection of end-of-term course evaluations for the Academic Affairs Office.
• Supervises Offices of the President and Academic Affairs student workers.
• Other duties as assigned.

Qualifications:

• A Bachelor's degree with 5-7 years of experience supporting a higher education leader or other high-level position.
• The successful candidate will have a high level of integrity, ethics and professionalism and must have a strong commitment to higher education with an ability to develop and nurture positive relationships with all members of the ODU community.
• The successful candidate must also be self-motivated, willing and able to take initiative, and able to work both independently and with a team.
• Must be detail-oriented and able to handle multiple tasks successfully and confidentially.
• Proficiency with Microsoft Office (Word, Excel, and PowerPoint) required.
• Knowledgeable with office systems (copier, fax, phone, and computer) required.
• Additionally, the successful candidate will have excellent organizational and communication skills; a strong sense of responsibility; and a positive, helpful, and friendly attitude.
• This person must be able to prioritize and anticipate the needs of the President and be able to work under pressure.
• Most of all, must genuinely enjoy working with a diverse population and be committed to furthering the mission of Ohio Dominican University.

Additional Information:

This job description is not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the position. It is, instead, a description of the essential elements of the position.

The successful candidate will display a willingness and commitment to support the University's Catholic and Dominican identity and mission. Ohio Dominican University is an equal opportunity employer. We are committed to creating an inclusive environment for all employees, as we respect and seek to empower each individual and support the various cultures, perspectives, skills and experiences within our workforce.