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Executive Assistant to the SVP
DATE:   1/7/2019
JOB TITLE:   Executive Assistant to the SVP
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Alumni Hall
TITLE OF IMMEDIATE SUPERVISOR:   SVP for Operations and Finance
DEPARTMENT:   SVP Operations & Finance
SECTOR:   SVP

SUMMARY:

The Executive Assistant to the SVP provides support to the day-to-day office operations of the SVP for Operations & Finance. Provides an advanced level of administrative support in the areas of computer, project management, and report writing and presentation development skills. 


ESSENTIAL DUTIES:

Assist SVP with professional responsibilities and anticipates needs; screens visitors, e-mails and written correspondence as well as maintains the electronic calendar coordinates all appointments for the SVP, provides all pertinent materials to conduct day to day business and meetings, maintain all electronic contacts; In furtherance of business operations, maintain and coordinate update of records of essential business documentation: charter, bylaws, board polices, deeds, real property surveys, etc. Handles special and confidential assignments, including student and staff concerns referred to the SVP office. Maintain credit card expense reports, create check requests, budget transfers, petty cash and assist with budget files.  Attending meetings both internal and external on behalf of the SVP when necessary;  Schedule meetings, prepares agendas, takes minutes and maintains files and  documentation as required by the SVP;  Interact and arrange meetings and functions on behalf of the SVP; serves as liaison and maintains extensive internal and external contact with diverse groups of people;  Assist with coordinating special programs and projects; assist with project management; make arrangements for professional conferences and meetings; make travel arrangements; Compose, transcribe, edit and type written correspondence, reports and manuscripts and e-mails on behalf of the SVP; Maintain personnel and project files (highly confidential in nature); Word processing including the preparation of proposals and reports, development and manipulation of spreadsheets using Excel, and databases using Access; Gather information and develops presentations for the SVP using Microsoft PowerPoint, Excel, Access and Visio; Maintain confidentiality of information both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment. Perform special projects and other duties as assigned.  


GENERAL DESCRIPTION:

% of Time  

40%   Assist supervisor with professional responsibilities; anticipate needs; gather and analyze records and other information; prepare research materials, various documents and financial and administrative reports;  

40%  Schedule meetings, prepare agendas, take minutes and maintain documentation; make arrangements for professional conferences and meetings; make travel arrangements; arrange event activities;   

10%  Perform office/administrative duties; compile data; analyze and reports information; assist with preparing PowerPoint presentations; maintain confidential records and various office systems; maintain calendar; keep schedules and records;   

10%    Perform special projects and other duties as assigned.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of business office practices and procedures with strong organizational skills using current technology. Excellent interpersonal and human relations skills. Excellent oral and written communication skills. Sound decision-making skills. A desire to provide excellent customer service. Ability to work in a dynamic office environment. Strong critical thinking skills and ability to multi-task on a continuous basis. Ability to maintain a high level of confidentiality and professionalism. Ability to learn and apply institutional policies and procedures. Advanced knowledge of computer software such as Microsoft Word, Excel and other various software programs. Knowledge of Microsoft PowerPoint, Access and preferably Project Management and Colleague. Ability to transcribe data from recorded or direct dictation. Ability to attend to detail. Ability to compose and edit a variety of memoranda or letters. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information in the department. Sufficient manual dexterity to handle various office machines including but not limited to: key board, calculator, copy machine, fax machine and printer. Ability to receive telephone calls, respond to inquiries and communicate with others by telephone. Ability to work non-traditional business hours on occasion.


ERGONOMIC REQUIREMENTS:

The functions of the position usually require sitting, but may require some amount of time standing, stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required.  Tasks involving working on a computer keyboard, computer software applications, and calculator, involve extensive wrist and hand movement.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above.


QUALIFICATION STANDARDS:

High School diploma required, Associate’s degree preferred.  A minimum of three to five years administrative experience in increasingly responsible office operations is required. A valid New York State driver’s license is required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle. Must also be able to operate a motor vehicle in Canada  



Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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