Executive Assistant and Business Manager

Executive Assistant and Business Manager

Classification Title

Business Officer II

Working Title

Executive Assistant and Business Manager

Position Type

EPS

Position Number

001099

Full/Part Time

Full-time

School/Department Information

The Office of Strategic Communications bears primary responsibility for maintaining and safeguarding the university's public image through strategic marketing practices, public relations, media relations, news services, publications, executive messaging and crisis/emergency communications. The staff establishes standards for articulating the University's mission, vision, core values, strategic goals and visual identity, for promoting the University's performances and events and the accomplishments of its students, alumni, and faculty and staff to external audiences that include potential students and parents, alumni, supporters, and the general public. Additional departmental responsibilities include maintaining all of the University's external communications, including the website, social media, and print publications, and ensuring that all communications adhere to branding guidelines, standards of writing style, and institutional messaging. With a primary focus on external communications, the Office of Strategic Communications also offers expertise, insight and strategic planning to the Chancellor and other senior-level administrators on communications issues and events within the campus community.

Primary Description of Work

The Executive Assistant/Business Manager is the backbone of the Strategic Communications Department. Always one step ahead, this unsung hero works behind the scenes to ensure that the Vice Chancellor and everyone in the department can accomplish their tasks, efficiently managing the details, providing daily operational support and overall budget management leadership. This position assists with policy development & interpretation, budget management, and planning. They are responsible for reviewing and enhancing procedures that impact the unit as needed and may supervise administrative or technical staff.

Reports to the Vice Chancellor of Strategic communications. Provides financial analysis and forecasts, budget planning and project proposals. Responsible for all departmental billing/payments, contracts, purchase orders and matters related to finances for the division's numerous funds. Supports the Vice Chancellor and the Strategic Communications team through calendar management, administrative assistance and project management. Oversees the day-to-day operations and needs of the Strategic Communications office including supply management, meeting and operational support, and administrative leadership.

Work Schedule and hours

Monday - Friday 8:00am to 5:00pm

Description of Responsibilities and Duties

Budget Management:

Applying accounting and budgeting literacy, designs and tracks effective models for Strategic Communications budgets to forecast spending and future needs. Analyzes financial information to ensure all operations are within budget and makes appropriate recommendations. Identifies variances between actual and budgeted financial results at the end of each reporting period. Plans and monitors use of expenditures to meet organizational objectives and ensure compliance. Ensures fiscal stability by forecasting budget needs and expenditures, suggesting spending improvements that decrease overall spending.

Executive Support:

Project management for Vice Chancellor and Strategic Communications Division. Calendar and meeting management including scheduling, meeting prep, notetaking and follow up, as required. Booking travel reservations and accommodations as needed for work travel. Managing and prioritizing communications via email, telephone, and messaging systems. Provide daily support for VC to ensure that time is being used efficiently.

Office Management/Administrative:

Responsible for all departmental system contracts, purchasing, supplies, IT needs and facilities coordination and planning. Handles all human resources matters including hiring, departmental on boarding, and advises Vice Chancellor to ensure compliance with HR policies. Administrator and Super User for Strategic Communication's workflow management tool, ClickUp. Provides training for new users and ensures that projects are accurately paced and being completed on time. Management of software programs utilized by Strategic Communications to ensure department compliance and productivity.

Minimum Qualifications

Previous experience in higher education. Prefer experience working in integrated communications.

Preferred Qualifications

001099

Terms of Employment

P1 PrsnlLv EHRA 17.33 12 Month

Knowledge, Skills and Abilities

Proficient in MS Office, with strong cloud-based/collaborative platform skills. Previous experience with ClickUp or similar project management software preferred. Quick learner with an aptitude for financials and organization. Positive attitude, detail-oriented, highly organized, tactful and diplomatic professional demeanor required. Must produce excellent work with minimal supervision and be consistently proactive and highly productive.