"Assistant to the Vice President for Communications and Strategy, Division of Communications and"

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for immigration sponsorship at this time.

This is a part-time position working 1000 annual hours.

The Assistant provides high-level, confidential administrative and operational support to the Vice President for Communications and Strategy and the Division of Communications and Marketing. This position is responsible for executive scheduling, meeting preparation, receipt and invoice tracking, office management, and departmental administrative coordination. With limited supervision, the Assistant ensures the efficient daily operation of the office and professionally supports the division’s strategic objectives.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Manage and maintain the Vice President’s complex calendar, including scheduling internal and external meetings, calls, travel, and events.
• Prepare and organize meeting materials for the Vice President, including agendas, background documents, presentations, and briefings, ensuring all materials are accurate, complete, and provided in advance.
• Develop, track, reconcile, and submit receipts, invoices, reimbursements, and other financial paperwork for the Vice President and the division.
• Process and monitor departmental invoicing, budget tracking, and procurement processes for the Division of Communication and Marketing, alerting departmental leadership to issues as they arise.
• Coordinate and schedule departmental meetings, retreats, trainings, and special events, including preparation of agendas, minutes, communications, and follow-up activities.
• Organize departmental office operations to maximize efficiency, including inventory, equipment, and supplies.
• Serve as the primary point of contact for internal and external inquiries to the Vice President, prioritizing and triaging incoming requests.
• Assist with travel arrangements for the Vice President and departmental leaders, including registration, transportation, and accommodations; process related travel reimbursements.
• Maintain department files, correspondence, and confidential records in accordance with university policy and applicable laws.
• Maintain security and confidentiality of sensitive information at all times.
• Support other administrative needs for the Vice President and the division, including routine correspondence, document preparation, and special projects as assigned.
• Perform other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy – Demonstrates high attention to detail and thoroughness in all work.
• Adaptability – Comfortable managing shifting priorities and ambiguity in a dynamic environment.
• Ambition – The extent to which an individual demonstrates drive and initiative in seeking personal advancement or recognition.
• Confidentiality - Maintains the utmost confidentiality in handling sensitive issues and documents.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
• Judgment – Exercises sound judgment and decision-making, particularly regarding confidential or time-sensitive matters.
• Organized – Skilled at managing multiple tasks, tracking projects, and meeting deadlines in a fast-paced setting.
• Problem Solving: Proactively identifies and solves administrative and logistical challenges.
• Relationship Building: Develops positive professional relationships within the division and across the university.
• Self-Motivation: Takes initiative, works independently, and demonstrates strong follow-through.
• Teamwork: Collaborates effectively within a team and across departments.
• Time Management: Organizes workload and priorities efficiently.

SKILLS & ABILITIES

Education: High school diploma or equivalent required; associate’s degree or higher, or three or more years of related administrative experience preferred.

Experience: At least three years of experience in administrative support, preferably supporting senior leadership or a complex office. Experience in higher education, marketing, communication, corporate, or a similarly complex, deadline-driven environment is highly desirable.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Computer Skills: Advanced knowledge of scheduling and collaboration tools (e.g., Google Suite, Zoom, etc.) required. Knowledge of, or willingness and ability to learn, institution-specific software for budgeting and procurement (e.g., Workday) is expected.

PHYSICAL DEMANDS

(Details on physical demands omitted for brevity, as per instructions to focus on main content.)

WORK ENVIRONMENT

Normal office environment. Occasional event or travel related work as needed.