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Higher Ed Administrative Careers - Clerical/Administrative Support
Full Benefits and Paid Time Off
Internal Number: 1594
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Answers all incoming telephone calls and greets visitors in an upbeat, professional manner. Assists callers and visitors with the highest regard for customer service, in a manner that appropriately represents the Office of the President.
Maintains and monitors the president’s schedule of appointments and events, interfaces with constituents on campus and externally to ensure the president has necessary materials for appointments and events;
Arranges, monitors, and adjusts complex travel schedules;
Evaluates requests for appointments according to established and emerging priorities; serves as liaison with the president's direct reports to ensure the president has needed information for appointments and to resolve scheduling issues;
Coordinates summaries of meetings, prepares itineraries for meeting attendees and ensures distribution as needed.
Conserves the president's time by reading, routing, and drafting responses to correspondence for a broad range of constituents; collects and analyzes information; initiates telecommunications when needed.
Manages incoming mail (hard copy and electronic).
Manages high volume electronic mail accounts, and organizes accounts for future access. Ensures quality and timeliness of all communications.
With other office staff, provides hospitality to office guests while ensuring efficient flow of visitor traffic to keep the president's schedule timely. Welcomes guests, answers or directs inquiries in person or on the telephone.
Maintains confidential materials; develops and utilizes file, retrieval, and other organizational systems to ensure ready access to information.
Researches, collects, analyzes, and synthesizes information to produce documents and reports. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Serves as liaison for the president with Technology Services to troubleshoot and maintain optimal computer and all electronic communications devices.
Manages president's expenses.
Serves as a resource for other campus administrative staff on protocols related to work and correspondence with the president and senior decision-makers.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; and establishing personal networks.
Procures, stores, and manages all office supplies and guest refreshments.
Serves as the office's liaison to caterers, and in collaboration with these parties, helps to ensure that meetings hosted by the President's Office flow smoothly and according to schedule.
Manages all invoices, purchasing-card reports, and annual licensing, registrations, subscriptions, etc. for the President's Office.
Coordinates facility maintenance and work orders with Facilities for the Office of the President.
Assists the President and Board Liaison with budgeting tasks, reporting, record keeping and documentation preparation as assigned.
Assists with preparations for meetings of the Board of Trustees.
Provides administrative support to the President, the Presidential Spouse, and other staff in the President’s Office.
Manages and composes the President's two-way business correspondence, including hard-copy letters, emails, mass holiday mailings, post-interaction thank-you cards, invitations, and RSVPs.
Assists with the coordination of various staff and committee meetings and travel arrangements, including supporting agendas, preparatory documents, meeting logistics, car, flight, and hotel bookings, post-trip follow-up, expense reports, etc.
Addresses concerns and requests brought to the President's Office by faculty, staff, students, alumni, neighbors, and other stakeholders through appropriate referral or direct response.
Supervises student employees within the President's Office
Provides research support to the Office of the President as requested.
Performs other related projects and assignments as required, including serving as a Notary as requested.
Attends and assists with Board of Trustees meetings and events outside of normal hours as required.
Attends and assists with President’s Office related events outside of normal hours as required.
Performs other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to independently conduct research, collect data, and draw valid conclusions.
Ability to think critically and analytically and to solve problems/make decisions promptly and independently.
Excellent written and verbal communication skills, including the ability to independently compose and edit documents.
Highly proficient in relevant software applications (Microsoft Office) and database management.
Knowledge and understanding of Trinity International University’s mission, strategic direction, policies, and procedures.
Ability to effectively present information and respond to inquiries of a sensitive or confidential nature from faculty, staff, and the general public. Must demonstrate discretion and be cognizant always of maintaining the appropriate image for the President’s Office.
Must support our statement of faith and our sexual conduct statement.
Must have a commitment to Christ and a desire to live a life worthy of the calling we have received.
Undergraduate degree required.
High level of proficiency in business writing and calendar management required.
Proficiency in current software applications (Microsoft Office) and database management.
A genuine interest in the well-being of college students and the educational mission of Trinity International University.
Ability to effectively present information and respond to inquiries of a sensitive and confidential nature from donors, faculty, staff, and other University constituencies.
Must be cognizant of maintaining the appropriate image in all communication and interaction made on behalf of the President’s Office and the University. Must have a demeanor by which s/he simultaneously treats others with respect and commands the respect of others.
Ability to conduct research, assemble and analyze data to prepare documents and draw valid conclusions.
Excellent written and verbal communication skills, including the ability to edit documents and independently compose correspondence.
Professional in appearance, demeanor, and decision-making.
Willingness to work evenings and weekends occasionally as necessary.
Bachelor's degree or equivalent combination of education and experience, plus four years of increasingly responsible administrative support experience, preferably at the senior executive level. Demonstrated ability to effectively manage changing priorities and multiple tasks in deadline-driven, high-volume, fast-paced office environment. Ability to pay meticulous attention to detail and follow through on initiatives while managing a large and varied workload and workload demands. Demonstrated ability to work in a collegial, consultative and collaborative manner. Exceptional organizational, planning and time management skills to manage projects and priorities independently and to ensure participation and contributions from individuals not directly supervised. Ability to execute effectively by using resources efficiently, planning and prioritizing, meeting deadlines, and keeping others informed of work plans and progress toward goals. Ability to use business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of opportunities. Skill in examining and refining operations and procedures and developing and implementing new strategies within the scope of defined responsibilities. Superior one-on-one interpersonal and communication skills, including ability to foster confidence and trust and negotiate solutions in sensitive or confidential situations. Strong oral, written and interpersonal communication skills are required to interact with staff, students and external stakeholders. Demonstrated ability to draft error-free, audience-specific professional communications for a wide range of constituents; demonstrated exceptional proofreading skills and knowledge of grammar, standards of professional correspondence. Advanced-user level experience with Microsoft Outlook or similar calendaring or email software preferred, with other Microsoft Office suite or similar word-processing, spreadsheet, and other productivity software required. Demonstrated ability to use diplomacy, discretion, and judgment in providing information to and referring others. Demonstrated skill in detecting emerging issues and making time-sensitive decisions with limited information and where precedents have not been established, in accordance with knowledge of department priorities, president's style and preferences, and institutional strategic goals. Ability to consolidate information from various sources to reach sound decisions, and ability to consider the ultimate impact of decisions and actions on internal and external customers. Experience with or understanding of higher education operations at the senior decision-maker level preferred. Experience coordinating executive's travel schedule preferred. Ability to respectfully work, communicate and provide leadership within a diverse campus community.
This position provides direct support to the president in achieving maximum effectiveness. The successful candidate will demonstrate an ability to work closely with high-capacity senior decision makers, to shift priorities seamlessly, and to serve as a representative of the president and model for other college staff. The successful candidate will demonstrate an appreciation for the mission of TIU and the opportunity of serving in this key role at the center of the institution's operations. The successful candidate will demonstrate the ability to engage in appropriately assertive communications while preserving TIU's culture of discourse in community. Individuals with action orientation and ability to work both independently and in collaboration with others are encouraged to apply.