Executive Assistant to the President - Rochester, United States - St. John Fisher College

Description

Position Details

Posting Summary

Position Title
Executive Assistant to the President

Overview
St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master's, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master's and doctoral programs in business, nursing, education, pharmacy, and public health. The University's residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.

The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, "Teach Me Goodness, Discipline, and Knowledge." We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acres-a beautiful setting for a warm, friendly campus community.

Job Responsibilities
This position is responsible for providing executive administrative support to the President of the University and ensures efficient day-to-day operations of the office. This position requires excellent written and oral communication skills, sensitivity and discretion with confidential matters, excellent interpersonal and organizational skills, and the ability to work with minimal supervision while maintaining a high degree of accuracy. The Executive Assistant to the President will also work with the Secretary, Board of Trustees (BOT) to coordinate communication/engagement with the Trustees.

Executive Support:

• Coordinate President's calendar, to include scheduling appointments, meeting rooms, and logistics to support appointments
• Assist in preparation of agendas for meetings and follow up by the President to Cabinet members and others (internal and external)
• Communication and correspondence to the BOT on behalf of the President
• Support planning and execution of BOT business meetings, annual BOT retreat, and commencement
• Attend meetings to assist board secretary (when needed)
• Schedule travel arrangements (may include executives traveling with the President) Coordinate appointments with donor prospects. Ensure timely follow-up of key prospect tasks for the President
• Access university databases for research upon request by the President
• Provide support for the President's participation on external boards

General Office:

• Maintain filing system for Office of the President
• Screen incoming calls and receive visitors for the President
• Conduct basic research to support office functions
• Manage the budgets and expenses for the President, the Board of Trustees, the President's Residence, and assist with the invoice and PO approval process with the President
• Prepare and execute letters and mail merges for President mailings
• Run errands/order supplies for the office

Event Planning:

• Participate in the coordination of Office of the President events
• Work closely with the President's spouse in planning and executing student, employee, and board spousal events
• Follow up with department requests and others for president's participation in university and outside events
• Work closely with Marketing to provide timely and relevant updates from the President

University President Residence:

• Assist the President and spouse with the President's Residence, including household services and contractor payments
• Assist in planning and executing events at the President's residence

Other duties as assigned

Education / Experience

• A.A.S. Degree in Office Administration or similar with 10+ years of relevant office experience. Bachelor's degree highly desirable
• Experience working for Level 1/ c-suite executive(s) required.
• Experience working in Higher Ed strongly preferred
  
  

Competencies / Skills

• Excellent time management and multitasking skills
• Ability to complete tasks in conjunction with unexpected interruptions.
• Ability to create a welcoming environment for all office visitors.
• Demonstrated high level of collaboration across departments and levels
• Continuous learning mindset regarding emerging technologies.
  
  

Supervision of Employees
Supervise and provide instruction for student workers

Work Environment
A well-lit, air-conditioned comfortable office setting with access to natural light

Equipment to be Used
Standard office equipment and applications to include, Microsoft Office Suite, CRM platform, Banner ERP, Google Drive, Meeting Technology Platforms (zoom)

Work Hours
35 hours per week M-F 8:30 to 4:30 with some opportunity for OT.
At time of posting, SJF offers summer hours with reduced work time on Fridays

Special Conditions for Eligibility

EEO Statement
It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.

The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.

The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone , email ), in-person in Campus Center 206, or outside of business hours by contacting the Office of Safety and Security

Work Location
3690 East Ave., Rochester, NY 14618

FLSA
Non-Exempt

Salary / Hourly Range
27-32/hr

Notes
The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University's competitive Total Rewards package which can be viewed here

Posting Detail Information

Posting Number
S00588P

Desired Start Date

Open Date

Open Until Filled
Yes

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Other Document