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Executive Secretary

Apply now Job no: 505221
Work type: Full Time Hourly
Location: Valparaiso, IN
Categories: Administrative/Professional, Office/Clerical

General Description of Position:

The position provides administrative support to the Vice Chancellor of Academic Affairs. This position reports to the Vice Chancellor of Academic Affairs.

Major Responsibilities:

Organizes and coordinates support activities for the office of the Vice Chancellor of Academic Affairs.

Interacts with faculty, staff, visitors and students.

Collects, organizes and disseminates information and mail.

Provides computer application support including word processing, spreadsheets and presentation software.

Monitors e-mail and composes and/or prepares internal and external correspondence.

Organizes and maintains filing system. Schedules appointments and monitors Vice Chancellor’s calendar and schedule.

Provides faculty and staff members with pertinent information relating to forms, procedures, deadlines, etc., in a timely fashion.

In collaboration with Finance and Human Resources, coordinates, generates, and distributes faculty agreements.

Monitors annual budget and oversees purchasing processes for the Vice Chancellor.

Processes travel requests, vacation requests, reimbursement forms, and purchase requisitions.

Coordinates special projects, meetings, and/or events when appropriate.

Coordinates agendas and takes minutes for meetings when requested.

Performs other duties as assigned consistent with commonly accepted practices. Provides support to ensure timely creation of the course schedule, including schedule input and modification.

Minimum Qualifications:

High School Diploma or equivalent required.

Experience working with executive level management required.

Must be proficient in Word, Excel, PowerPoint, e-mail and internet.

Must possess the ability to reason analytically and work independently.

Must possess excellent communication skills, good math skills, the ability to prioritize tasks, display extreme attention to details, maintain confidentiality, meet deadlines, and display professional behavior.

Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College students and employees.

Fully supports the College’s mission and strategic plan initiatives.

Preferred Qualifications:

Associate Degree in Administrative Office Technology or a related field is preferred; five (5) to ten (10) years of related work experience preferred.

Other Requirements:

Selected candidate for employment will be subject to pre-employment background checks, including criminal history check, and any offer of employment will be contingent upon that outcome.

Work Hours:

 

Hiring Range:

 

Team Ivy Referral:

 

Special Instructions to Applicants:

Attach a cover letter, resume, and 3 references (names, address, phone number, emails).

Copies of transcripts may be required at time of interview.  Original hard copies of transcripts will be required at time of hire.

     

 

Advertised: US Eastern Daylight Time
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