Executive Assistant for Administration

Apply now Job No: 22236
Department: Associate Vice President for Admin
Work Type: Staff - Full Time
Location: Main Campus (Houghton, MI)
Full Time / Part Time: Full Time
Categories: Administrative/Business/Professional

Department: Associate VP for Administration

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.  

If you require any auxiliary aids, services, or other accommodations to apply for employment, or for an interview, at Michigan Technological University, please notify the Human Resources office at 906-487-2280 or mtujobs@mtu.edu.

Job Description Summary

The Executive Assistant for Administration provides comprehensive professional administrative support to the Associate Vice President for Administration (AVPA) and the unit leaders of the Administrative and Auxiliary departments in the AVPA’s portfolio. This position will lead collaboration and teamwork to gather information, move projects forward, and resolve issues. This position will ensure that administrative functions are well-coordinated to support flawless execution of transactions and transformational service excellence. This position is responsible for independently managing a diverse range of routine, complex, and confidential administrative tasks. This role requires attention to detail, efficient organizational skills, a high level of integrity and discretion in handling confidential information, and the ability to quickly focus on emerging priorities and act independently as needed to represent the AVPA and the University.

Essential Duties & Responsibilities (other duties may be assigned)

1. Serves as the AVPA’s Executive Assistant. Manages the calendar and logistics, schedules travel, maintains operational files, prepares agendas, and communicates to internal and external constituents. Interacts frequently with students, staff, faculty, the community, and senior-level administrators and visitors.
2. Anticipates the operational needs of the AVPA and works to execute the short and long-term goals of the division.
3. Works collaboratively with the AVPA and other departmental leaders on project development and management, organizational activities, and special initiatives. Independently manages projects and programs as assigned.
4. Assists with the development, monitoring, and management of budgets overseen by the AVPA. Prepares monthly and on-demand reports outlining year-to-date expenses and revenue as compared with budgeted amounts. Manages expenditures in the AVPA’s budget. Is the primary liaison with the Budget Office and Financial Services Operations.
5. Manages and maintains the Administration Financial Dashboard.
6. Provides direction and functional supervision to administrative and student staff within the division as needed.
7. Analyzes information and independently resolves administrative problems; resolves, escalates, or routes incoming requests appropriately.
8. Assists the AVPA in confidential and sensitive matters.
9. Prepares and coordinates regular and ad hoc reports for senior-level administrators, the Board of Trustees, and the Portage Golf Course Corporation.
10. Conducts research, compiles data, and prepares documents for consideration and presentation. Creates, proofreads, and edits documents for the AVPA and other departmental leaders.
11. Coordinates organization-wide data collection, error correction, and reporting of key performance indicators by managing processes, timetables, and dashboards.
12. Promotes effective communication and the coordination and standardization of workflow within the division.
13. Records meeting minutes and follows up on action items.
14. Applies safety-related knowledge, skills, and practices to everyday work and reports all safety-related concerns to supervisor.
15. Commits to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives and encourage continuous improvement practices among employees.

Required Education, Certifications, Licensures (minimum requirements)

● Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

● Progressively responsible administrative support experience that includes calendar management, maintaining digital filing systems, preparing agendas and minutes, and handling the flow of incoming and outgoing correspondence.
● Budget management experience that includes budget development, tracking, reconciliation, and projections and accountability for outcomes.
● Experience using personal computers and basic software packages including intermediate and/or advanced features of Microsoft Office applications and Google Suite
● Project management experience, including setting project goals, identifying milestones, and meeting deadlines

Desirable Education and/or Experience

● Experience working in higher education
● Project management certification
● Experience producing reports that analyze and summarize data
● Experience utilizing Michigan Tech enterprise software such as Banner, ImageNow, and ASPIRE
● Training as a Lean facilitator or practitioner or experience with continuous improvement strategies to help solve problems and improve processes
● Experience developing and editing various types of communication pieces for multiple audiences including content for print and web.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

● Excellent interpersonal, customer service, and written/oral communication skills.
● Demonstrated ability to work independently and take initiative to solve problems.
● Demonstrated ability to organize and prioritize multiple projects concurrently with attention to detail and accuracy.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to effectively carry out responsibilities in a manner that enhances the image of the University.
● Demonstrated ability to effectively adapt to change.
● Demonstrated knowledge of proper grammar, spelling, and punctuation.
● Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse students, faculty, and staff groups.
● Demonstrated commitment to contributing to a safe work environment. Recognize and respond appropriately to potential and actual unsafe situations.

Desirable Knowledge, Skills, and/or Abilities

● Data visualization skills
● Proficiency in developing professional communications
● Familiarity with change management practices

Work Environment and/or Physical Demands

Work Environment and/or Physical Demands:
The work environment characteristics and physical demands described here are representative of those employee encounters while performing the essential functions of this job.

● The work environment is that of a typical office and/or classroom setting.
● The noise level in the work environment is usually low to moderate.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

  • Employee Safety Overview

  • Anti-Harassment, Discrimination, Retaliation Training

  • Annual Data Security Training 

  • Annual Title IX Training

Required Departmental Training: 

● HR Supervisor Series – When Offered
● Cultural Competency – When Offered
● Staff Search Committee Certification – When Offered
● Lean Systems Training - When Offered


Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Full-Time Equivalent (FTE) % (1=100%)

1.00

FLSA Status

Non-Exempt

Shift

1st Shift

Pay Rate/Salary

Negotiable. No less than $21.50/hr

Title of Position Supervisor

Associate Vice President for Administration

Posting Type

Internal & External Posting

Special Instructions to Applicants (if applicable)

On the application, under references, your references should include the contact information for at least three (3) professional references - one (1) must be supervisory.

Upload a Business Writing Sample. Your business writing sample must be your own writing and should contain content and formatting that demonstrates your ability to communicate effectively in a business environment. Your sample may be a letter, memo, report, agenda, press release, or any other type of business communication piece.

Upload a PowerPoint or Google Slides deck presentation. Your sample PowerPoint or Google Slides deck must be something you have personally created and have a minimum of 4 slides.

Additional Information

Two practical tests will be administered as part of the interview process
1. A spreadsheet proficiency test using Microsoft Excel
2. A short writing assignment on a provided topic

Additional information about the areas of Administrative and Auxiliary departments of the Associate Vice President for Administration can be found here: https://www.mtu.edu/administration/. We’re committed to a diverse and inclusive community and our departments are dedicated to advancing the mission, vision, and goals of the University through effective and efficient administrative and support services. We provide services to faculty, staff, students, and the community to accomplish Michigan Tech's goals in a safe, healthy, and attractive setting.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities. Applications from women and minorities are encouraged.


Required Education, Certifications, Licensures* (minimum requirements)

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