Executive Associate

Executive Associate

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Please see Special Instructions for more details.

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

This position is open until filled. For full consideration please submit an application and all required materials by June 18, 2024.

Position Details

Position Details

About the Institution

Indiana State University is a world-class center of higher education, located in Terre Haute, Indiana, and serving a multi-state region that stretches from Indianapolis to St. Louis, Chicago, Louisville, Cincinnati, and beyond. It has been recognized by the Princeton Review as among the best universities in the Midwest.

Indiana State is a beautiful, pedestrian-friendly campus located within walking distance of local shops, restaurants, and activities in Terre Haute's historic downtown district. Situated near the Indiana-Illinois border, the campus is about an hour's drive from Indianapolis and within a few hours of other major metropolitan areas.

Indiana State, one of the most diverse campuses in Indiana, is a welcoming community of students, faculty, and staff representing most U.S. states and many countries around the world. There are more than 260 student-run organizations offering activities and entertainment throughout the year, along with 15 NCAA Division I athletic teams, a first-rate student recreation center with numerous classes and recreational sports programs, and a Performing Arts Series and University Speakers Series that bring national touring productions and speakers to campus. Indiana State is a place of belonging where students, faculty, and staff learn and thrive together.

Indiana State University is an equal opportunity employer committed to diversity, inclusion, and belonging in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), religion, sexual orientation, gender identity, gender expression, age, national origin, status as an individual with a disability, status as a protected veteran, genetic information, political views or activity, or any other applicable legally protected characteristics. This policy applies to all employment practices within our organization, including recruiting, hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and applicable apprenticeships.

If you need assistance or an accommodation due to disability, you may contact us at isu-humanresources@indstate.edu

Comments to Applicants

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

This position is open until filled. For full consideration please submit an application and all required materials by June 18, 2024.

Job Title Executive Associate Department President's Office Work Schedule

M-F 8:00AM-4:30PM

Occasional evenings and weekends

Notice of Vacancy Number 24-00151 Desired Start Date Open Date 06/04/2024 Close Date Open Until Filled No Job Category Staff-Non-Exempt Job Type Staff - Full-Time Pay Grade 10 Hourly Rate or Salary Range $21.63 - $24.43/hr Benefits Associated with this Position

• Sick Leave: Accrues at a rate of 12 days per fiscal year with unlimited accumulation.

• Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.

• Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University.
  
  Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.

• Public Employees Retirement Fund (PERF): The employee share of three (3) percent is paid by ISU. The employer (ISU) share is actuarially determined annually by the State of Indiana.
  
  There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose. Note: For individuals who are receiving PERF Retirement, contributions may not be made.

• TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.

• Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University.
  
  This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.

• Fee Waiver Program: For the employee, spouse and dependent children:
  
  Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.

• Vacation: Employee accrues 10-20 vacation days per year based upon years of service.

• Convenience Day: Employees have one per fiscal year to use.

Optional Benefits

• Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.

• Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function

Reporting directly to the President, the Executive Associate provides exceptional constituent service and project coordination for the Office of the President and executes administrative policies determined by or in conjunction with other University officials. The Executive Associate serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

The Executive Associate serves as a liaison to the ISU Board of Trustees organizing and coordinating executive outreach and external relations efforts. The Executive Associate works collaboratively with President and Board of Trustees to ensure consistent and on-going communication and interaction. The Executive Associate must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Associate will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Specific Responsibilities Required Relevant Education & Experience

Education: Associate Degree required, Bachelor's Degree preferred

Required work experience: 5-6 years'

Required Field(s) of Study

N/A

Preferred Relevant Education and Experience

Experience and interest in internal and external communications; campus and community relationships; and a collaborative approach to advancing the efficiency and effectiveness of the Office of the President

Supervisory Responsibilities Has direct supervisory responsibilities as a first-line supervisor. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Required Certificates, Licenses and Registrations Other Required Certificates, Licenses and Registrations Preferred Certificates, Licenses and Registrations Preferred Other Certificates, Licenses and Registrations Knowledge, Skills and Abilities Able to adapt to change, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work carefully and politely around others, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Excellent leadership skills, Experience in an educational environment preferred, Must be comfortable networking with groups or individuals, Professional demeanor, high energy, dynamic personality and excellent communication and interpersonal skills, Proficiency with Microsoft Office and other computer applications, Proven verbal and written communication skills, Willing to interact with students, Willing to work extended hours during events and peak seasons, when required, Work effectively with a diverse community Other Knowledge, Skills and Abilities

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, webpage management/updates and Social Media web platforms.

Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.

Position Reappointment Required No

Job Duties

Essential Duties and Responsibilities

Completes a broad variety of support for the President and the ISU Board of Trustees. Responsibilities include, but not limited to: responds to incoming calls, screens correspondence and responds independently when possible; manages an extremely active/detailed calendar of appointments for the President, responding independently when possible, and Board of Trustees when needed; composes and prepares correspondence/reports that is oftentimes confidential; arranges complex and detailed travel plans; compiles documents for travel related meeting itineraries; and prepares, notices, minutes, agendas and takes notes/dictations during meetings; and receives and performs special request from the President; other duties as assigned.

Essential Duties and Responsibilities

Provide meeting support to ensure successful planning and execution of meetings for the President, Board of Trustees and President's Cabinet members.

Meeting preparations include logistics, taking notes and distributing meeting minutes, coordinating agendas and meeting packages, ordering refreshments, booking venues and/or conference rooms, coordinating with IT to set up projectors or video conferencing units, etc.

Assists Trustee members with travel arrangements, lodging, and meal planning as needed.

Maintains discretion and confidentiality in relationships with all Trustee members.

Adhere to compliance with applicable rules and regulations established in bylaws and determined by Indiana Code regarding Board of Trustee matters, including advance distribution of materials before meetings in electronic/paper format.

Serves as a liaison to the Board of Trustees

Manage the distribution of communication, including electronic communication via the portal, Board Effect, and organizes agendas and reminders to the President and Trustee members through the portal.

Essential Duties and Responsibilities

Prepares spreadsheets and monitors budget allocations monthly with other staff within the Office of the President. Assists in budget planning for activities/events involving the President and Board of Trustees, acts as custodian of documents and records.

Essential Duties and Responsibilities

Processes mail for the Office of the President

Essential Duties and Responsibilities

Monitors and updates Office of the President and Board of Trustees webpages. Works closely and effectively with the President and Board of Trustees to keep them informed of upcoming commitments, responsibilities and following up appropriately and in a timely manner. Maintain an active presence and awareness of campus and community activities to keep the President updated and informed.

Essential Duties and Responsibilities

Prepares memorandums outlining and explaining administrative procedures and policies, and monitors compliance.

Essential Duties and Responsibilities

Provides interactive/collaborative communication with the University and external community; demonstrating leadership to maintain credibility, trust and support with internal and external constituencies; including local, state and national elected officials.

Essential Duties and Responsibilities

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Essential Duties and Responsibilities

Performs other duties as assigned.

Applicant Documents

Required Documents

• Resume

• Cover Letter/ Letter of Application

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you possess a minimum of an Associate's Degree?

• Yes

• No

• Do you possess a minimum of 5-6 years of relevant work experience?

• Yes

• No