Job Details

We are seeking an Executive Assistant(EA) to the Vice President (VP) /General Counsel and the Assistant Vice President ( AVP)for Hispanic Serving Institute (HSI) Initiatives/Chief of Staff. The EA manages day-to-day responsibilities including scheduling of meetings and teleconferences, maintaining the VP and AVP calendars, assisting with the budget, and providing basic technical support to office staff. Additional duties include editing, proofreading, researching, compiling, writing, and disseminating correspondence and information, and independently handling a wide variety of situations. Assisting with the discovery process, updating the website, assisting with compliance and Ethics Point, and other duties as assigned by the VP and AVP. The EA completes his/her responsibilities while acting with integrity to protect the interests of the university, upholding its mission, ethos, and goals.

Major Responsibilities:

• Scheduling of various meetings, including webinar presentations to campus faculty and staff
• Manage normal day-to-day office duties such as phone and mail duties
• Manage and direct the business of the offices, anticipating the needs and requirements of the VP and AVP in relationship to the constituencies served on and off campus, using independent judgment that reflects the University's mission and goals
• Manage the daily schedule and travel arrangements, ensuring time and detail preparation for all necessary meetings, projects, events, travel, and in-office work
• Manage all forms of communication coming into the offices. Assess the urgency and importance of communications and take appropriate action. Coordinate and manage the communication flow in and out of the office; compose letters and reports, responding independently or on behalf of the VP or AVP as needed;review drafts and final copies of correspondence as needed, research and prepare surveys, reports, etc. Exercise signature authority for the VP and AVP when appropriate.
• Prepare and/or process check requests, travel expense reports, and credit card statements.
• Interact and problem solve effectively with students, parents, faculty, staff, members of the Board, alumni, and the general public who contact the offices. Perform any other duties assigned, attend meetings, serve on committees, stay familiar with, and learn new software and University procedures, and assist and respond to others with questions as needed
• Attend meetings, serve on committees, make food/room reservations, make other meeting arrangements as requested, stay familiar with, and learn new software and University procedures, and assist and respond to others with questions as needed
• Perform any other duties assigned, attend meetings, serve on committees, make food/room reservations, make other meeting arrangements as requested, stay familiar with, and learn software and University procedures, and assist and respond to others with questions as needed
• Interact and problem solve effectively with students, parents, faculty, staff, members of the Board, alumni, and the general public who contact the the Office
• Perform any other duties assigned, attend meetings, serve on committees, stay familiar with, and learn new software and University procedures, and assist and respond to others with questions as needed

Additional duties as EA to the VP/General Counsel include:

• Manage facilitation of legal record requests made to the university, including gathering and organizing relevant documents related to litigation or governmental agency complaints
• Manage personnel/confidential actions including payroll, retirements and resignations, searches, and legal matters
• Manage, and monitor the budget of the Office of General Counsel office account
• Account for all financial transactions, transfers, and budget adjustments using Colleague. Run reports, validate information, correct inaccuracies

Additional duties as EA to AVP/Chief of Staff include:

• Schedule board committee meetings and manage quarterly board meeting logistics
• Handle confidential information, organize board materials within the shared drive and on the Board Portal, and interact with and support board members.
• Attend board meetings which are generally held quarterly on Friday (7 am – 5 pm) and Saturday (7 am – 12 pm).

Required Knowledge and Skills:

• Bachelor's degree preferred, at least five years experience in the productive and efficient management of an administrative office at the executive level
• Track record of progressively responsible professional positions
• Knowledge of issues and culture of higher education
• Trustworthy, self-starter who demonstrates strong interpersonal and communication skills with emotional intelligence, with the ability to exercise sound judgment; maintain confidentiality
• Strong aptitude for technology platforms and the ability to learn new technology platforms, anticipate/recognize problems, issues of concern, and opportunities as they arise, and advise staff and/or supervisors appropriately
• Possess excellent organizational, computational, analytical, project management, and problem-solving skills and flexibility
• Ability to work under pressure and deadlines, managing multiple priorities simultaneously, through to completion, while experiencing multiple interruptions; maintain a sense of positivity, humor, and good cheer
• Ability to manage complex system of schedules and direct the work of the office based on the needs and requirements of the President in relationship to the constituencies the President serves
• Proficiency in Google Suite (Doc, Sheets, Drive), Word, Excel, PowerPoint, and Colleague
• Willingness to work non-traditional hours as needed

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle report, prior employment verification, and personal/professional references. If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position you must upload:

• Cover letter
• Resume
• List of 3 professional references
• Answer all the application questions

Please address cover letter to:

Rebekah Arevalo, Assistant Vice President for HSI & COI

Valparaiso University

Valparaiso, IN 46383

Required Skills

Required Experience