Office of Human Resources and Risk Management

Plan and arrange calendar for the president. Screen all appointment requests, invitations and speaking engagements. Coordinate calendar planning sessions involving appropriate university personnel. Use judgment to determine priority in scheduling and in handling sensitive requests. Refer appointment requests to appropriate staff persons, whenever possible and appropriate. Work with appropriate university staff to provide complete background and briefing information.

Serve as receptionist for all visitors to the office. In this capacity it will be necessary for the senior administrative assistant to the president to interact with administrators, faculty, staff, students, board members, governmental officials, parents, alumni and the general public. Answer telephone, screen and respond to requests or transfer callers to appropriate offices for assistance.

Organize daily the president’s materials and office in order to prepare the president for all upcoming meetings, making sure the appropriate agenda and background materials are provided.

Build, organize, and maintain current and confidential files in a manner that is understood by all office personnel and assures quick and accurate retrieval of information. Establish a system for keeping files current and preparing materials for archives and/or disposal on an annual basis.

Coordinate all travel arrangements for the president and others, which includes making appointments and scheduling aircraft, ground transportation, hotel accommodations, registration and other required arrangements. Prepare background research and materials for appointments.

Review and screen all written correspondence, including electronic material, directed to the Office of the President. Categorize incoming mail, distribute mail as necessary to other senior officers, track disposition and assure that deadlines are met. Maintain an effective pending system for meetings and tasks; insure that tasks delegated to others and to the president are traced for completion. Draft correspondence wherever possible, including letters of acknowledgement for the president’s signature. Type correspondence, reports and speeches; edit for grammar, syntax and clarity; transcribe dictation. Prepare materials for individual and group presentations.

Plan and coordinate a variety of special events involving students, faculty, staff, alumni, and friends of the university. This involves all aspects of event planning to include logistics and staffing; developing invitation lists; creating and distributing invitations; coordinating arrangements with facilities, caterers, florists, etc.; developing budgets and processing expenses.

Collaborate with and support the executive assistant to the president in all aspects of the work of the Office of the President.

Work with the executive assistant to the president in supporting the work of the Board of Trustees to include coordinating on-campus and off-campus meeting logistics; preparing board advance materials; and constructing and distributing minutes, board contact lists, and any other tasks assigned by the executive assistant.

Help manage a variety of ongoing projects, including managing the prospect pool for the president and needed contacts. Assist the president in tracking the progress of projects and in working with staff across the university.

Assure communication with the president’s spouse regarding the president’s calendar, events, and university activities. Provide the spouse with appropriate clerical support and advance briefing materials for involvement in the life of the university. Coordinate and schedule activities for Pine Lawn in consultation with the president’s spouse and the Pine Lawn housekeeper.

Maintain records of budget expenditures charged to accounts monitored by the president’s Office.

Maintain the schedule for the President’s Office Conference Room and the President’s Dining Room, briefing appropriate staff and providing necessary materials and refreshments when appropriate.

Supervise student assistant’s work activity including hiring, training and evaluating this work. This includes assuring accuracy and quality of work.

Handle various matters for the president to include arranging for flowers and gifts for university patrons, birthday and holiday greetings, personal correspondence and coordination of personal appointments.

Consult with administrators, staff members, and offices to compile and gather information requested by the president, the president’s spouse and the executive assistant to the president that may be of a confidential nature.

Requirements include a high school diploma plus five years of relevant experience; an appropriate post-secondary degree is preferred. Excellent organizational skills, the ability to handle a variety of assignments simultaneously and high regard for detail are required. Position requires initiative, judgment, flexibility and a good sense of humor. Proficiency in Microsoft Office products also is required. The successful candidates should have a willingness and an aptitude for continuous learning and professional growth.

To apply, please send a current resume to:

Review of resumes will begin immediately and continue until position is filled.