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Executive Assistant

Please see Special Instructions for more details.

Full consideration provided to internal applications received on or before Wednesday, August 9, 2017. An internal candidate is any current Michigan Tech employee hired through the Human Resources posting or posting waiver process.

Posting Details

Position Information

Position Title Executive Assistant
Department Vice President for Administration
Location Lakeshore Center (Houghton, MI)
Position Type Staff
Full-time/ Part-time Full-time
Full-Time Equivalent (1.0=100%) 1.0
Appointment Term 12 Month
Pay Type Hourly Rate
Salary or Hourly Rate Negotiable based on experience.
Shift 1st
Position Duration Dependent on External Funding? No
Title of Position Supervisor Vice President for Administration

Position Summary Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Description Summary

The Vice President for Administration requires an Executive Assistant that can work independently, aggressively pursue improvement, possesses attention to detail, and can quickly focus on developing priorities with minimal direction. The ideal candidate for this position will be a role model for service excellence as they interact with a diverse population of both internal and external customers in a professional, business-like, and direct manner.

Essential Duties & Responsibilities (other duties may be assigned)

1. Effectively perform a wide range of complex and confidential administrative tasks, working with internal and external customers.
2. Independently analyze information and data, and prepare regular and on-demand reports based on analysis.
3. Responsible for project development, management, and oversight for a variety of organizational and operational activities and special initiatives.
4. Manage the Vice President’s calendar and logistics, schedule meetings and develop agendas, make travel arrangements, maintain operational files, coordinate committees and working groups, and frequently communicate and interact with staff, faculty, students, senior-level administration, and external contacts.
5. Provide direction to staff reporting within Administration, and assist colleagues in the interpretation of instructions, policies, and procedures.
6. Independently resolve administrative problems.
7. Collaborate on financial matters for the Vice President’s accounts, including transfers, disbursements, and purchase authorizations.
8. Work with highly confidential and sensitive matters. Engage in confidential consultation with staff, faculty, students, and external contacts.
9. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
10. Apply safety related knowledge, skills, and practices to everyday work.

Required Education (minimum requirements)

• Bachelor’s degree or equivalent combination of education and experience.

Required Experience (minimum requirements)

• Successful experience in office or administrative support.
• Intermediate experience using a variety of software packages, including but not limited to Microsoft Office applications and Google Suite.

Desirable Education and/or Experience

• Project management experience.
• Data analysis experience.
• Experience using advanced features of Microsoft Office applications and Google Suite.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Excellent interpersonal, customer service, and oral/written communication skills.
• Demonstrated knowledge of University policies and procedures.
• Demonstrated orientation to accuracy and details.
• Demonstrated ability to manage multiple projects and competing priorities.
• Demonstrated ability to handle confidential information and exhibit good judgment.
• Demonstrated ability to exemplify appropriate customer service in working with students, faculty, and all levels of university staff and officials.
• Demonstrated ability to prioritize workload effectively and meet deadlines with minimal supervision.
• Demonstrated ability to take initiative in managing projects and develop and implement timelines.
• Demonstrated ability to work both independently and collaboratively in a fast-paced environment.
• Demonstrated ability to be proactive with respect to suggestions for improving all aspects of programs and/or processes.
• Demonstrated pleasant and business-like demeanor and ability to handle stressful environment during peak times.
• Demonstrated commitment to continuous improvement.
• Demonstrated ability to learn and apply new knowledge.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated commitment to contribute to a safe work environment. Recognize and respond appropriately to potential and actual unsafe situations.
• Analyze adverse event and near misses and provide examples on how future events could be avoided.

Desirable Knowledge, Skills, and/or Abilities

• Training as a Lean facilitator or practitioner
• Ability to develop and edit various types of communication pieces for multiple audiences including content for print and web.

Language, Mathematical, and/or Reasoning Skills
Work Environment and/or Physical Demands

The noise level in the work environment is usually low to moderate.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 required trainings; additional training may be required by the department.

Required University Training:
• Employee Safety Overview
• Anti-Harassment, Discrimination, Retaliation Training
• Annual Data Security Training

Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Posting Detail Information

Posting Number 17234
Posting Type Internal-Only Posting
Internal Posting Date 07/28/2017
External Posting Date 07/28/2017
Open Until Filled Yes
Special Instructions to Applicants (if applicable)

Full consideration provided to internal applications received on or before Wednesday, August 9, 2017.

An internal candidate is any current Michigan Tech employee hired through the Human Resources posting or posting waiver process.

Additional Information

References

Settings

Accept References No
Cutoff Date
Reminder Days
Minimum Requests
Maximum Requests
Applicant Special Instructions
Provider Special Instructions
Confirmation Message To Provider

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Are you an internal candidate who is a current employee hired through the Human Resources posting or posting waiver process?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents