Sr. Exec. Assistant/Secretary To The Board

The Office of the President at Saint Martin's University is seeking a Senior Executive Assistant/Secretary to the Board of Trustees.

The Senior Executive Assistant/Secretary to the Board of Trustees manages and supervises the Office of the President. This position works independently planning, organizing, and prioritizing work that supports the activities of the Office. This position provides high-level office support to the President and Board of Trustees of the University. The position entails a wide variety of office management and administrative functions. She/he must have unquestionable integrity, a high level of diplomacy and the demonstrated ability to deal confidentially with sensitive situations and information. This person provides coordination and liaison with other senior executive officers on virtually any matter of interest to the President and provides coordination and liaison between the President's office and the Board of Trustees. This person prioritizes the work of the President office and is responsible for timely completion of all correspondence and other projects.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position.

• Plans, manages and directs the business of the Office of the President, anticipating the needs and requirements of the President in relationship to the constituencies he/she serves, using independent judgments that reflect the President's priorities and the University's mission and goals.

• Manages the President's time (full business calendar and partial social calendar) ensuring time and detail preparation for all necessary meetings, projects, events, travel, and in-office work. Manages the President's travel schedule and coordinates plans with several University constituencies who require the President's participation in out-of-town events; authorizes payment to the President for travel expenses and other debit items. Directs and coordinates details for special events both off-campus and on-campus, such as dinners, receptions, luncheons and meetings at the President's home.

• Manages the communication flow in and out of the President's office. Composes letters and reports on the President's behalf; reviews drafts and final copies of all correspondence, surveys reports, etc., prepared for the President's signature. Whenever possible, refers correspondence to proper university department for action.

• Interacts with administrators, faculty and professional staff to affect two-way communication between and among the President and all campus constituencies. Exercises judgment and independent initiative in bringing information or problems to the attention of the President. Represents President as appropriate, in resolving problems and complaints from students, parents and other constituencies; responds to daily requests for Presidential assistance in handling inquiries, correspondence, complaints, and human resource matters, and determines allocation of tasks to other offices, or gathers appropriate background information for President to render a decision. Briefs the President on matters requiring his personal attention.

• Directs/coordinates special projects; interacts and problem solves effectively with students, faculty, staff, Trustees, alumni, parents and the general public. Participates in the management of personnel/confidential actions, including payroll, tenure, searches and legal matters.

• Supports the President's work, as appropriate, with organizations outside of the University with whom the President has a significant affiliation.

• Develops and manages the budgets of the Office of the President and the Board of Trustees.

• Serves as Secretary to the University Board of Trustees; assists the Board Chairman, Secretary and President as required; participates in routine support of the Board. Plans and manages all aspects of Board meetings and retreats; develops annual schedule of Board meetings and activities. Allocates Board time and resources to ensure a successful and productive event. Serves as the interface between administrative staff and the Board. Prepares official Board meeting minutes and drafts resolutions, documents and agendas. Serves as confidential support to the Executive Committee, and the full Board of Trustees.

• Reviews all backup material from the senior management team for presentation to the Board of Trustees. Coordinates preparation of materials for Board of Trustees and conducts appropriate follow-up subsequent to meetings.

• Assists the President with all processes used to improve Board of Trustee operations and effectiveness.

• Has oversight and maintenance of documents legally and functionally important to the University, including records and minutes of Board meetings and other documents deemed necessary. Develops and maintains an Index of Motions and policy handbook to record Board actions. Assures the maintenance of master copies of University policy and procedures manuals.

• Develops and maintains an institutional policy handbook in concert with senior staff and in response to actions of the Board of Trustees.

• Researches projects for the President and Board of Trustees and proofreads special/significant documents.

• Monitors all policies of the Board of Trustees and assures their continuous update.

• Coordinates meetings of President's Executive Team.

• Other duties as assigned.

COMPETENCIES

• Communicates orally, online and in writing with a broad variety of university community members in both group and individual settings (gives instructions, information and responds to questions).

• Communicates orally and online with all on and off campus university stakeholders including trustees, faculty, staff, students and the general public using via telephone, online services or face to face meetings.

• Types memos, letters, agendas and other materials relevant to the office.

• Transcribes materials from dictated tapes.

• Observes, compares, and monitors data that determines compliance with prescribed operating standards.

• Prepares boxes or bundles of forms, tapes, or other material for distribution or mailing.

• Sorts, separates, arranges files, or distributes incoming mail, products, or material in some prescribed manner.

• Learns and periodically updates job-related skills. This learning takes place through on-the-job, off campus and online training venues.

• Comprehends and makes inferences from written and oral material.

• Enters data or information into a terminal, PC or other keyboard device and maintains that data.

• Prepares PowerPoint and spreadsheet materials.

• Works independently with minimal supervision. Takes responsibility for actions during President's absence.

• The ability to maintain and use data.

• High energy and the ability to work independently and as part of a team.

• Excellent organizational, communication, interpersonal and strong problem-solving skills.

• The ability to manage several projects simultaneously.

• The ability to work in a confidential environment.

• An appreciation and enthusiasm for and an understanding of the importance of working in a fast-paced professional office environment.

• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.

• Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.

• Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University's mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Bachelor's degree preferred.

• Facility and experience in using Microsoft office products

• Experience in the productive and efficient management of an administrative office

• Successfully pass a background check.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

• Moves objects (less than 20 pounds) long distances (more than 20 feet).

• Ability to be mobile campus wide for appropriate business needs.

• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.

• Reading, writing, speaking, hearing, standing, bending, sitting.

• Learning and comprehending.

• Requires visual concentration on detail.

• Manual dexterity and precision required for keyboarding

• Must be able to sit for long periods at a time at a computer

• May occasionally be required to deal with distraught people.

• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.

• Must be able to communicate effectively with people at all levels under stressful conditions.

• Must maintain strict confidentiality relating to all issues in the department, the University and the President's Office.