The primary purpose of this position is to provide high level administrative and clerical support to the Office of the President and the Northland College Board of Trustees.
NATURE OF WORK
Reporting to the president and chief of staff, the administrative assistant to the Office of the President works in a setting with multiple and competing demands and strict deadlines. This position requires a professional who can work under pressure and with minimal supervision in a fast paced, ever-changing environment with shifting priorities and frequent interruptions. The incumbent must be able to plan workflow to handle deadlines, peak periods and unexpected situations. Judgment is exercised in managing schedules and bringing forward work as well as in determining the appropriate guidelines or procedures. Difficult or unusual issues or situations would be referred or discussed with the chief of staff to determine appropriate solutions.
The position requires maintaining a high degree of confidentiality. Discretion and the ability to build trust is required in communication as this position is privy to, and works with complex, sensitive, and confidential information. The administrative assistant to the Office of the President willingly supports the environmental mission and core values of the College, and abides by the College policies, procedures, and guidelines.
- Provide direct support with administrative tasks and scheduling.
- Answer incoming calls and welcome visitors.
- Assist president and chief of staff with event planning; coordinate visitor agendas; collaborate with Chartwells for catering needs; make arrangements for hosting of president’s guests, on and off campus.
- Provide logistical and secretarial support for the president, chief of staff, and board of trustees by coordinating communications, scheduling and attending meetings, and maintaining all backup documentation for future reference for the following meetings and committees: board meetings, administrative council, commencement committee, and other board committees as needed.
- Update BoardEffect, Raiser’s Edge, and related documents.
- Maintain president’s and chief of staff’s appointment calendar; establish priorities and agendas, rearrange calendar and appointments to meet priorities, develop itineraries and make travel arrangements; maintain travel records and keep appropriate individuals informed of itineraries and appointments; compile reports and materials; ensure that president and chief of staff have the appropriate materials/documents for meetings; maintain files, including sensitive and confidential information.
- Records, transcribes, and distributes meeting minutes for meetings as required.
• Assist the commencement committee. This includes implementing logistics and corresponding with various constituents and communication with vendors on behalf of the committee. Your presence will be required at the commencement activities.
- Assist advancement and academic affairs with Honor’s Day logistics, planning, and correspondence.
- Assist with the Presidential Fellows program.
- Oversee purchasing and sending special occasion cards, flowers, gifts at president’s and chief of staff’s request.
- Sort mail for president’s office; help manage correspondence.
- Approve purchases, assign accurate account numbers to each invoice; reconcile president’s and chief of staff’s credit card statements for accounts payable.
- Provide occasional assistance with advancement projects that include major donor fund-raising, mailings, and related correspondence. This includes managing relations with current and prospective donors through Raiser’s Edge database.
- Assist the Office of Academic Affairs with special projects as needed.
- Supervise work study student(s) as directed.
- Other duties as assigned.
KNOWLEDGE, SKILLS, ABILITIES
- Ability to provide high level administrative support with minimal supervision.
- Ability to work under pressure and organize, prioritize and track a high volume of tasks with competing priorities.
- Ability to do work requiring a high degree of accuracy and attention to detail in a busy office environment.
- Ability to proficiently use Microsoft Office Suite.
- Ability to respond to difficult situations with a courteous and professional demeanor.
- Ability to employ discretion, sound judgment and a creative attitude in addressing sensitive and/or confidential matters.
- Ability to respond to the occasional need for an extended workday or work week.
- Ability to direct and/or coordinate special projects.
- Knowledge of office organization, methods, and management principles.
- Ability to act as liaison to other departments and community members.
- Ability to demonstrate a positive, energetic and enthusiastic attitude.
- High School graduation or GED certificate.
- Four years progressively responsible secretarial/administrative support experience, including at least one year at the executive secretarial or comparable level.
- Bachelor’s degree.
- Work experience in higher education.
Northland College 1411 Ellis Avenue Ashland, Wisconsin 54806