Executive Assistant & Office Manager

UA-Administration

Under the direction of the Vice Chancellor for University Advancement, the Executive Assistant & Office Manager uses significant judgment in decision-making to perform a wide variety of specialized and complex administrative and office support functions for the Vice Chancellor and Division while maintaining employee and donor confidentiality. This position oversees and executes on a range of routine duties, special projects, and office operations in which contacts must be tactfully handled, and acts as the primary point person for the Division for both internal and external contacts.

Responsibilities

• Promotes and maintains positive staff relations; communicate information in person or by telephone where sound judgment and interpretation of policies and regulations are necessary; maintain good public relations with the UMSL and external community
• Performs highly detailed and complex clerical duties; composes and assures timely preparation of a variety of correspondence, memoranda, reports, and other materials; prepare and edit documents and forms; review and proof documents for accuracy, completeness, and conformance to applicable rules, regulations, and styles
• Plans, coordinates, and manages leadership and division level meetings including preparing agendas and meeting materials. Notes, directs, and tracks identified action to completion by specified deadlines
• Plans, coordinates, and manages executive level meetings with external alumni, donors and key stakeholders at the highest level, ensuring university leadership is well prepared
• Assists and supports activities for the Chancellor's Council and Alumni Association (advisory boards) including the preparation meeting materials, calendar meetings, and tracking action items to completion
• Utilizes the CRM database and other technology tools to look up data, enter data, and pull reports. Enters contact reports for Chancellor and Vice Chancellor. Reviews data reports and makes independent decisions and recommendations to Vice Chancellor. Prepares various data reports.
• Serves as the centralized Division liaison with Human Resources. Review, prepare and gain Vice Chancellor approval on a variety of HR matters such as: Job postings, Interview schedules, Offer letters, Preboarding and Onboarding, Promotions, Terminations, Organization Chart, etc.
• Manages the division and department level budgets, routinely communicating with the VC, Department Heads, and Business Manager. This includes checking department expenditures against annual budget plans, submitting purchase requisitions, and other budget tracking duties
• Serves as the functional Office Manager for the Division including inventory and supply management, office space utilization; Serves as the centralized Division liaison with Facilities Management and IT for work orders
• Plans, drafts, and executes division wide communication that impacts the quality, timeliness, and effectiveness of the team
• Researches and analyses atypical/complex data and prepares reports (e.g., budget, revenue), noting key issues and patterns in the data
• May serve as Chancellor's Office backup support, covering some administrative duties if executive assistant is out of office
• Organizes and completes assignments according to priorities and deadlines
• Recognizes and solves typical and emerging problems that occur without supervisory approval
• Uses discretion and judgement, as applicable, to evaluate work as well as division processes and modify to achieve results or improve efficiency
• Evaluates and selects solutions from established options/procedures and/or experiences to improve work outcomes and solve problems
• Maintain confidentiality regarding sensitive matters
• Perform other duties as assigned

Applicants must be authorized to work in the United States. The University will not sponsor applicants for this position
for employment visas.

Monday through Friday, 40 hours/week

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

• Must be able to expertly handle sensitive, confidential and/or complicated information and use judgement to communicate to and within the team and/or necessary parties
• Must be proficient in use of Microsoft Office products, specifically Outlook, Word, and Excel
• Must have exceptional customer service skills
  

Pay commensurate with education and experience.
Hiring Range: $17.96 - $27.00 Hourly
Grade: GGS-8
University Title: Executive Assistant

Application materials include a cover letter and resume. Finalists will be asked to provide references at a later date.

Applicants must combine all application materials into one PDF or Microsoft Word document and upload as a resume attachment to the UMSL Job site: http://umsl.jobs.

Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.). For questions about the application process, please email employment@umsl.edu. If you are experiencing technical problems, please email umpshrsupport@umsystem.edu.

https://www.umsl.edu/proud/index.html

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Values Commitment

We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research, and engagement.

Equal Employment Opportunity

The University of Missouri System is an Equal Opportunity Employer. Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, or protected veteran status, or any other status protected by applicable state or federal law. This policy applies to all employment decisions including, but not limited to, recruiting, hiring, training, promotions, pay practices, benefits, disciplinary actions and terminations. For more information, visit https://www.umsystem.edu/ums/hr/eeo or call the Director of Employee and Labor Relations at 573-882-2146.

To request ADA accommodations, please email the Office of Human Resources at umslhr@umsl.edu.