Executive Secretary to Vice President of Admissions & Business Development
Job Locations US-MI-Hillsdale
Posted Date 19 minutes ago(8/24/2023 10:19 PM)
ID
2023-1819
# of Openings
1
Department
Admissions
Overview
This part-time position fills the role of Executive Secretary for Business
Development and provides confidential clerical, office, and administrative
support to the Vice President of Admissions & Business Development in a well-
organized and timely manner. This position plays an integral role in the
departments' overall productivity and success.
Responsibilities
Manage general office operations including phone calls, filing (paper and digital), correspondence, travel arrangements and itineraries, and monthly MasterCard reconciliation. Assists the Vice President and the department by providing office support that includes: scheduling and daily calendar review, research, writing and editing short documents and emails.
Meeting and event management. Coordinates and prepares for meetings, reserves room locations and amenities (food, whiteboard, flip charts, etc.), sets up meetings, including preparing the room and coordinating off-campus call-ins.
Manage small projects and assists with general project management efforts like scheduling, monitoring deadlines, and general communication as needed.
Acts as budget liaison with Financial Affairs and provides updated budget reports and reconciliation as needed.
Helps manage the flow of information and documents for projects using Microsoft Office, Teamwork Projects, and Trello to manage task assignments and communications.
Anticipates needs and expectations, offers suggestions regarding the improvement of work, and points out risks to be addressed.
Contributes to productivity at all levels. Makes department as efficient as possible. Is responsive, adaptive, and flexible in changing circumstances.
Handles inquiries directed to department and coordinates response efforts.
Coordinates print materials and ordering of supplies, including managing vendors.
Assists in after-hour activities as needed. Perform additional duties that may be assigned.
Qualifications
Qualifications
To perform this job successfully, an individual must be able to perform each
essential duty mentioned satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook (especially
Calendar).
Excellent grammar, writing, and editing skills.
Understanding Google Docs, cloud storage, and database systems.
Education and Experience
A degree or certificate in business, or equivalent experience, is preferred.
Three plus years of relevant administrative and general office management
experience is required.
Physical Requirements
Ability to read, write, hear, speak, and communicate effectively. Ability to
operate basic office equipment to include, copier, printer, computer
equipment, display monitors and the like. Position is largely sedentary.
Occasional lifting of office supplies, small boxes, etc. is necessary.
Other Skills
Ability to communicate on all levels—oral and written. Must have good communication and outstanding interpersonal skills that are evident in the ability to collaborate well with others. 2. Proficiency in analyzing and solving problems related to projects. 3. Proactive and independent 4. Attention to detail, great organizational skills, ability to juggle multiple projects efficiently and simultaneously. 5. Understand unspoken needs, have a high level of emotional intelligence, ability to manage conflict and respond with situational appropriateness. 6. Ability to practice discretion and maintain privacy. 7. Ability to meet deadlines under pressure.
Personal Characteristics
Admissions and Business Development interacts with the entire Hillsdale
College audience including guests and constituents. A neat, polished
appearance and a pleasant relationship that is supportive of the College
mission is essential. This relationship needs to be supportive and
professional, while maintaining confidentiality as needed.
Code of Commitment
Be a good representative of Hillsdale College to promote the liberal arts, the
College's original Articles of Association and operating principles stated in
the Staff Code of Commitment. The Mission Statement should be considered in
all aspects of the position.
