Employment Opportunities

Executive Administrative Associate to the Vice President for Business and Administrative Services

Apply now Job No: 500034
Work Type: Staff Full Time (1500 hours or greater)
Location: Dayton, OH
Category: University Staff
Department: Finance & Admin Serv - 800000
Pay Grade: B - Exempt
Applications close:

Position Summary:

Are you an experienced administrative professional seeking an opportunity to advance your career and work within a diverse and dynamic work environment? Then consider our Executive Administrative Associate role, positioned at the heart of the operations of the University and supporting our Executive Vice President for Business and Administrative Services. We are actively seeking a candidate who is comfortable working with c-suite level executives, has strong attention to detail, great communication skills, experience taking meeting minutes, and has the ability to work independently.

Reporting directly to the Executive Vice President for Business and Administrative Services (EVP), the Executive Administrative Associate performs advanced, diversified and confidential administrative duties requiring independent judgment and analytical skills to make decisions. The position facilitates and oversees the daily operations of the EVPs Office, including, but not limited to, serving as the primary point of contact between the office and the rest of the University community, Trustees, and external stakeholder; facilitating logistics and other work for the committees on which the EVP serves or manages; collaborating with the Office of the President, Office of the Provost, and other Vice Presidents in support of various University initiatives; holding accountability for the processing of all confidential and sensitive matters related to the EVP. The Administrative Associate has a critical role in supporting the EVP's broad responsibilities relative to the Board of Trustees, including agenda and meeting preparation, taking of board committee meeting minutes and frequent communications with trustees. The Administrative Associate provides limited administrative support to the Associate Vice President for Financial Support Services, Assistant Vice President and Controller and Assistant Vice President and Treasurer. This position independently manages the office's budget, allocates funds from the EVP's budget for vendor invoices, and is responsible for the proper usage and monthly auditing of the department's expenses. The Administrative Associate is responsible for the hiring and management of student workers that support delegation of non-confidential office tasks.

Minimum Qualifications:

Bachelor's degree, OR in lieu of a degree a minimum of seven (7) years executive level office experience;
Extensive knowledge and proven independent proficiency with Microsoft Office and Google applications;
Strong attention to detail;
Experience scheduling meetings, managing calendars, developing presentations and taking meeting minutes;
Proven ability to work under pressure and use critical thinking to prioritize and meet deadlines;
Must possess excellent written and verbal communications skills;
Ability to work independently, with minimal supervision, and to maintain an extremely high level of confidentiality;
Must exercise independent judgement and discretion in all business matters on a daily basis.

Preferred Qualifications:

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

Experience working for an institution of higher education;
Experience supporting institutional executive leadership;
Proven ability using independent judgement, problem solving, and analytical skills to make decisions that impact greater organizations, selecting appropriate processes and procedures, and recommending and implementing new practices;
Experience providing support for board of trustee meeting activities;
Experience processing payments, ordering supplies;
Demonstrated managing a budget for a larger organization

Special Instructions to Applicants:

To apply please submit a cover letter addressing each minimum qualification and applicable preferred qualifications that you meet.

A federal court on December 7, 2021, issued a ruling that suspends the COVID-19 vaccine requirement that applies to federal contractors nationwide. With this development, the University will pause any enforcement action against employees who have not complied with the requirement to be fully vaccinated by Dec. 8, 2021 or to have requested an exemption to maintain their employment status.

The University will continue to monitor the state of the pandemic on campus and in the community as well as developments in federal and state requirements, and also will continue to regularly consult with public health officials and our medical panel. As has been the case throughout the pandemic, our protocols and requirements are subject to change depending on conditions on campus or in our community, and government requirements.

Closing Statement:

Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of race, color, national origin, religion, sex, sexual orientation or gender identity.


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