Executive Assistant to the President and Provost

Executive Assistant To The President And Provost

Concordia University, Nebraska, an institution of The Lutheran Church-Missouri Synod, believes, teaches, and confesses that the Holy Scriptures are the inspired, inerrant, and infallible Word of God. As people called by the Holy Spirit through the Gospel to saving faith in Christ Jesus, the Word of God guides all we do in leading, teaching, and learning. Concordia equips students for lives of learning, service, and leadership in the home, church, and world. Come and belongjoin our team of passionate service leaders! Concordia University is needing an Executive Assistant to the President and Provost who wants to be a part of this mission. The main campus (and this role) is located in Seward, Nebraska. If you thrive in a Christian atmosphere and community-driven environment, you will enjoy Concordia University's community feel.

Position Purpose: The primary responsibility of this position is to provide executive and administrative support to the President (Chief Executive Officer) and the Provost. Performs a diverse array of office management functions, with a thorough understanding of University policies, procedures, and operations. Contributes to the mission, vision, values, and strategic plan of the University. Must be 19 years of age to apply. This position is full-time hours with full-time benefits package.

Responsibilities

General Duties:

• Promotes a positive image of the University by greeting and receiving visitors to the Executive office and when responding to a variety of inquiries.
• Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, staff, students and the various publics served by the University and in handling administrative records, files, and similar confidential items.
• Coordinates and handles the flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office or department for outgoing communications. Opens University-addressed mail and distributes to the correct individual or department. Assists with answering incoming phone calls, emails, and various communications.
• Proactively and assertively assists the President and Provost by following up with them on various items to ensure the President and/or Provost is aware of or needs to address any items.
• Assists with the preparation/reconciliation of the executive office budgets and makes purchases when needed.
• Prepares various budget reports and manages the budgets for the President and Provost, including the President's Catering Fund.
• Manages purchasing card transactions and reports, verifying invoices and receipts for accuracy.
• Facilitates the efficient utilization of the President's and Provost's time through coordination of a complex calendar of appointments, meetings, and events.
• Responsible for scheduling meetings with various individuals, committees, and groups of people.
• Responsible for assisting with special travel arrangements for special guests at the discretion of the President and Provost.
• Responsible for recording meeting minutes at the discretion of the President and Provost. Maintains and archives meeting documentation for the Board of Regents, Commencement Committee, and others as needed.
• Provides administrative support for other Cabinet members at the discretion of the President.
• Provides event planning services for the President and Provost for a variety of university special events including dinners, award ceremonies, seminars, etc. Major campus events include the opening-of-the-school-year dinner, opening service, Christmas gathering, service recognition for CUNE and LCMS, commencement and President's dining room events.
• Proofreads and edits letters, documents and presentations for the President and Provost.
• Executes the honorary degrees/awards process from the committee being formed to giving the degrees/awards at the annual commencement honors dinner.

President:

• Facilitates efficient and cost-effective travel for the President by making travel arrangements and prepares associated expense reports when reimbursed by other entities.
• Serves as liaison between the President and various individuals by gathering information, managing inquiries, and providing information to the President.
• Prepares for Board of Regents meetings, including all physical arrangements, materials, documents and presentations. Records and maintains minutes, manuals, and directories. Arranges committee meetings and records minutes as requested. Assist the Board of Regents with lodging and expense reimbursement for meals and travel. Maintains the Board's Blackboard site.
• Provides support to the President for fundraising relations and advancement-related activities, including entering the Presidential donor letters into Banner.
• Coordinates collection of data from various offices to accurately complete the IPEDS survey in a timely manner.
• Coordinates with various campus offices and off-campus constituencies for timely communication and reporting as needed (CUS, LCMS).
• Work directly with the University's colloquy committee to produce correspondence, schedule interviews and maintain electronic records.
• Prepares letters of recommendation for students (seminary, graduate school, etc.).
• Coordinates with the CUNE Archivist for information kept in archives.
• Maintains required records, reports, contact lists, and various items for the executive office.
• Maintains the University organization charts with assistance from HR and Cabinet.

Provost:

• Coordinates arrangements and prepares schedule for regular faculty seminars and meetings.
• Tracks expenses and manages the budget for faculty professional development and reconciles expenses with Banner.
• Assists the Provost with all commencement-related activities including the commencement committee and executing the process for the outstanding student awards and outstanding teaching award.
• Gathers Board reports from Provost's direct reports and compile into one report.

Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

Qualifications

Education:

• Bachelor's degree in business related field preferred.

Experience:

• At least three to five years of administrative, executive level support with demonstrated experience working for upper-level management.

Proficiencies:

• Proficient in the use of technology, software applications and related applications, databases, spreadsheets, and word processing; including Microsoft Suite and email/mail merges.
• Advanced skills in oral and written communications.
• Ability to juggle multiple tasks on sometimes short deadlines.
• A high level of accuracy and proofreading of documents and presentations.
• Knowledge of complex work procedures with the ability to work independently and coordinate a variety of activities and events.
• Handle sensitive or confidential information, with the understanding and obligation to maintain confidentiality of sensitive information obtained during the course of work.

Special Position Requirements

• Exercise initiative, independent judgment, and confidentiality in handling the President's schedule and office activities, events, budgets, and projects.
• Able to communicate professionally with a diverse constituency both on and off campus.
• Committed to an environment of encouragement, teamwork, and excellence within a Christian University.
• Responsible for creating an environment that is consistent with the values of the University. This environment is one that is designed to build a positive character and foster Christian faith formation.
• Demonstrate character qualities of enthusiasm, courtesy, flexibility, integrity, gratitude, kindness, self-control, perseverance, and punctuality.
• Able to work within a culture of teamwork with emotional stability and positive words/actions.
• Be professional and courteous in dealing with students, families, faculty and staff, and the general public.
• Values and beliefs aligned with The Lutheran Church-Missouri Synod.
• Must follow security policies that correspond to the level of sensitivity of the data they handle.
• Should promptly report any security concerns or incidents to designated personnel.
• Maintain security and patching of personal devices connected to the institutional email.
• Maintain high standards for institutional, staff, faculty, employee, and financial data used for business operations.