St - Saint Michael's College



Saint Michael’s College

Job Description

Job Title: Assistant to the President

Department: President’s Office

Supervisor or Manager’s Title: President

Date Created: 6.19.18 Last Revised: 4/7/19 FLSA Status: Exempt

Our Mission: It is the mission of Saint Michael’s College to contribute through higher education to the enhancement of the human person and to the advancement of human culture in the light of the Catholic faith.

Summary: The Assistant to the President (ATP) provides administrative support to the President and manages the President’s schedule. Serves as the initial and primary point of contact for all inquiries, both internal and external, to the Office of the President. Directs these inquiries to the appropriate office or individual and responds directly to issues affecting the Office of the President. Represents the College as the College’s Accreditation Liaison Officer for the New England Commission of Higher Education (NECHE).

Essential Duties and Responsibilities:

• Completes a broad variety of administrative tasks for the President including: managing an extremely busy calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Manages the President’s schedule:

o Plans, coordinates and ensures that the President’s schedule is followed and respected.

o Schedules adequate preparation time for meetings and events; prepares executive summaries and briefings for the President; balances the volume and pace of the calendar with ensuring that people are not waiting too long to get an appointment.

o Provides a "gateway" role, ensuring appropriate level of access to the President and/or assigning appointments to the relevant Vice President; creates a weekly list of those interested in seeking appointments with the President.

o For internal request to meet with the President, the ATP will provide a weekly one-page update/synopsis on the reason for appointment and direction the individual was provided with (e.g., reassigned to a VP.) Once reassigned, the ATP will follow-up on outcome of the meetings.

• Works closely and effectively with the President to keep her well informed of upcoming commitments and responsibilities, following up appropriately.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and with objectivity and diplomacy to all; follows through on projects to successful completion, often with deadline pressures.

• Provides administrative tasks and follow-up for Cabinet meetings to include agenda, taking and recording of the minutes, sharing with Cabinet members the minutes in a timely fashion; follows up with Cabinet members to track progress on projects and provides updates to the President; assists VP’s in accomplishing deadlines and/or ensuring that they are up to date on all request from the meetings.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President with the appropriate VP. This may include immediate interaction with the VP of a sensitive or confidential nature. Responds according to the VP’s recommendations. If the VP recommends that this be brought to the President immediately the VP will ensure all communications are forwarded.

• Provides a bridge for smooth communication between the President's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff and all others.

• Ensures President is appropriately briefed and in possession of confirmation /support materials for all appointments and occasions.

• Manages events and oversees maintenance at the President's house.

• Performs duties related to NECHE accreditation as the Accreditation Liaison Officer.

• Successfully completes critical aspects of projects with a hands-on approach, including drafting acknowledgement letters, correspondence, and other tasks that facilitate the President’s ability to effectively lead the College. All correspondence will be drafted in the President’s style of communication. Is proactive with letters of invitation, thanks, congratulations, acknowledgement, Christmas cards, and other key dates that the President should be aware of and acknowledge.

• Manages all the President’s Office budgets, forecasts, and College contingency accounts. Works with the VP of Finance to track various finances for the President.

• Coordinates various events hosted by the President with Sodexo and Special Events. Also works with the VP of Government of Community Affairs on commencement, trustee meetings, and reunion mostly related to the President’s preparation, expectations, and presence at these events.

• Works in collaboration with the President, and often the VP of Government and Community Affairs, on special projects.

• Assists the President in preparing for Board of Trustee meetings. Serves as administrative support for a Board committee.

• Ensures complete confidentiality and unquestioned integrity and trustworthiness in all matters, including but not limited to receiving/learning, reviewing, drafting, preparing and/or analyzing information to provide data based on facts to the President or sent on behalf of the President.

• Serves on other College committees as approved by the President and attends to special projects as assigned.

• Ensures a commitment to the mission and strategic plan of Saint Michael's College as well as the Catholic mission.

• Maintain office inventory and processes all purchase orders. Oversees office procedures; filing systems.

• Maintain up-to-date correspondence and files, including contacts.

Positions Supervised:

• Administrative Assistant to the President’s Office

• Office Assistant to the President’s Office (student employee)

Demonstrates Excellence in this Position:

• Knowledge of higher education culture and especially that of Saint Michael’s College

• Strong interpersonal skills

• Strong oral and written communication skills

• Ability to act independently when representing the President

• Report preparation and research skills

• Ability to protect time and priorities of the President with tact and courtesy

• High level of organizational and planning ability

• Capable of supervising the staff of the Office

• Ability to accommodate occasionally intense work schedule and prioritize activities

• High degree of confidentiality is required.

• High degree of technical competence is required.

Education:

• Bachelor’s degree; advanced degree a plus

Work Experience:

• 5+ years of relevant experience (and relevant experience in executive administration)

Licenses, Certifications and Other Requirements:

• Valid Driver’s License

Physical Demands: Work is often performed in a typical office environment requiring:

• Sitting in a normal seated position for extended periods of time

• Reaching by extending hand(s) or arm(s) in any direction

• Dexterity sufficient to manipulate objects with fingers, for example operating a computer keyboard

• Communication skills using the spoken word

• Vision sufficient to see within normal parameters

• Hearing sufficient to hear within normal range

• Very limited physical effort

• No or very limited exposure to physical risk

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions.

Additional Requirements for the Job:

The above job description in no way states or suggests that these duties are the only duties performed by this employee. The incumbent is expected to perform other related duties necessary for the effective operation of the College, as assigned by the President.

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