Administrative Assistant

Administrative Assistant

Position Information

Hofstra University is nationally ranked and recognized as Long Island's largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it's a lunchtime lecture, a Division INCAAathletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Enjoy the ease of going to the fitness center, taking a swim, or grabbing a bite to eat without having to leave our beautiful campus! Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We welcome applications from individuals of all backgrounds and experiences and are committed to building a diverse and inclusive community.

Position Title - Administrative Assistant

Position Number - 896690

Position Category - Administration

School/Division - Office of the Provost (division)

Department - Office of the Provost, Center for Excellence in Learning, Teaching and Assessment

Full-Time or Part-Time - Full-Time

Description - Reporting to the Provost and Senior Vice President for Academic Affairs, the Administrative Assistant supports the Provost's office and works closely with the Provost, Senior Vice Provost, and Chief of Staff to the Provost to help achieve goals and objectives. This position provides executive support and coordination to ensure the efficient operation of the office. The Administrative Assistant is expected to forge productive working partnerships with, and provide prompt, efficient services to students, faculty, and administration across the entire university.This position involves managing communication with constituents on campus and using sound judgment to respond to inquiries as they are received to ensure each item or concern is addressed promptly and appropriately. The Administrative Assistant provides high-level support to the Office of the Provost including assisting with project management and handling highly confidential information. The successful candidate interacts with a diverse group of students, faculty, staff, and visitors at all levels within Hofstra University and acts as a liaison to forge productive working partnerships with colleagues to enhance the contributions of the office.

Responsibilities include, but are not limited to:

• Provide executive administrative support to the Provost and Senior Vice Provost including managing projects, maintaining calendar appointments, preparing meeting materials, and dealing with confidential faculty, student, and staff issues.
• Organize events, including arranging venues and catering services, developing promotional materials, assisting with on-site setup, event execution and other tasks as needed.
• Collaborate with members of the Hofstra community and external organizations to develop events and create partnerships.
• Monitor/manage the Provost's general, newsletter, and events email accounts. Help to field/answer routine and non-routine questions; handle confidential and non-routine information.
• Create faculty newsletter distributed twice weekly and draft announcements as needed to faculty members and administrators.
• Assist in the editing, drafting, and finalizing of documents, letters, and memos
• Organize the logistics for high-level administrative candidate positions, including managing day-of on-site visits.
• Arrange travel for Provost, students, and faculty as needed.
• Responsible for hiring, training, and general supervision of Provost Office Student Aides, in coordination with the Senior Support Specialists.
• Develop guidelines as needed for processes to facilitate efficient workflow.
• Assure all team members have appropriate access to facilities and resources needed to complete tasks.
• Aid with Commencement Exercises, including material preparation and day-of participation.
• Handle/route incoming telephone calls and mail to the Provost and other office personnel.
• Prepare and reconcile the Provost's and SVP's expenses.
• Assist in maintaining office files and utilizing various technology platforms to edit and process files.
• Assess needs and provide support to personnel in the Provost's Office.
• Complete other special duties and projects, as assigned.

Qualifications - Bachelor's degree required. 2-5 years of related experience, preferably supporting a senior level leader/executive. Must be detailed-oriented, well organized, and self-motivated. Ability to take initiative, prioritize and manage multiple tasks, and exercise good judgment and discretion with sensitive and confidential information. Excellent interpersonal and organizational skills. Proven excellent typing and computer skills. Demonstrated proficiency in Microsoft Suite.

Preferred Qualifications - Knowledge of email marketing platforms, Wordpress or other web content platforms.

Deadline - Open Until Filled

Salary/Salary Range - $70,000-$80,000

Additional Information

Hofstra University provides the above salary* as a good faith estimate of the starting pay range which considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience and education. In addition to the salary offered, we offer a collegial and inclusive culture, and a benefits program which includes generous paid time off, paid holidays, tuition remission for employees and eligible dependents, and a retirement plan with University contributions. *Salary ranges indicated for positions covered under a Collective Bargaining Agreement are in accordance with the CBA.

Required Documents

1. Resume
2. Cover Letter (Including Salary Requirement)