The Senior Executive Assistant is directly responsible to the Deputy Provost for daily operations that support student success and academic assurance at the University of Missouri-Kansas City
Summary of Duties
Reporting directly to the Deputy Provost, the Senior Executive Assistant position provides executive, administrative and analytical support to the Deputy Provost in a wide variety of areas including: special projects, administration, academics, correspondence, maintenance of the Deputy Provost's calendar and problem solving for the day-to-day operations of the Office of Student Success and Academic Assurance. This position will act as liaison to senior management across campus as well as external constituents; independently identify issues or problems within specific management areas and research issues, coordinate activities on the Deputy Provost's behalf, prioritize tasks and work independently with a high degree of confidentiality.
Exercise independent judgment to perform special assignments as requested by the Deputy Provost.
Provide administrative support to the Deputy Provost on a variety of campus-wide or school issues, projects and programs. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
Exercise independent judgment in bringing information and issues relating to the student success and academic assurance. Define problems, independently conduct research as necessary, formulate solutions and make recommendations. Resolve, research, assess, and refer problems, often of a sensitive or confidential nature.
Complete daily folders for the Deputy Provost, including detailed briefing materials for the Deputy Provost prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations.
Provide staff support for university-level committees and other processes/projects. Preparing materials for meetings, scheduling of meeting rooms, sending meeting reminders and providing material prep for meetings. These may include:
Undergrad Curriculum Committee
Academic amnesty petitions
Academic Compliance Council
Academic Policy Development Task Force
General Education Curriculum Committee
Higher Learning Commission (HLC)
Support committees/task forces through developing agendas for meetings, meeting notes creating and dissemination, and presentation preparation.
Develop responses for the Deputy Provost's signature. Independently respond to requests and inquiries as appropriate. Draft correspondence on behalf of the Deputy Provost.
Review all incoming correspondence including the Deputy Provost's direct email account. Direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Provost. Research and resolve problems.
Manage pending projects and working files to ensure that goals and deadlines are met. Keep track of assignments made to others for actions to be taken on the Deputy Provost's behalf and insure that deadlines for responses are met.
Manage the Deputy Provost's time. Prioritize and schedule appointments for the Deputy Provost's calendar. May also provide calendar support to the Associate Vice Provost. Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the Deputy Provost. Coordinate complex schedules.
Arrange travel and logistics for the Deputy Provost.
Greet and receive the Deputy Provost's phone calls and guests.
Skills, Knowledge, and Abilities
Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels within an organization. Excellent written communication skills for preparing various documents, reports, and executive-level correspondence.
Administrative experience with abilities to set priorities, organize and coordinate on office operation, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
Strong analytical and problem-solving skills and ability to cope with change and ambiguity in a fast-paced executive-level office environment.
Excellent written communication skills for preparing correspondence, documents and reports.
Strong self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff at all levels of the organization and demonstrated ability to work as a member of a team.
Demonstrated ability to work with confidential materials and information.
Demonstrated ability to produce excellent work under short timelines, attention to detail is required.
Familiarity with the University of Missouri system and thorough knowledge of academic requirements, processes and procedures.
Demonstrated ability and comfort with multitasking.
A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary.
Bachelor's degree is required; higher education experience working in academic affairs is preferred
At least 3-5 years of progressively responsible, experience working directly with a CEO or Senior Leader at an academic institution is preferred
Exceptional interpersonal relations capabilities, effective communication skills, and the ability to work effectively with a wide range of diverse groups and constituents are all required
Growth orientation and ability for self-reflection
Foster a culture of care, service and stewardship
A commitment to diversity, equity and inclusion
Demonstrated political savvy and discretion
Demonstrated skills of collaboration and teamwork
Successful experience in team leadership
Excellent communication and editing skills in verbal, written and presentation formats
Strong communication and interpersonal skills with the ability to interact with diverse internal and external constituents
Demonstrated success in time management, calendaring, and coordinating meetings in a complex organization
Demonstrated success in file management, organization, and archiving records in a complex organization
Computer and technology proficient (Outlook, OneNote, PowerPoint, Excel, Word, Adobe Acrobat). Willingness to learn new technologies and processes.
Full Time/Part Time
Full-time, benefits eligible.
$47,476 - $50,000
January 20, 2019
Applicants must combine all application materials (cover letter, resume, and list of three references with contact information) into one PDF or Microsoft Word document and upload as a resume attachment.
Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g. /,&,%, etc.)
If you are experiencing technical problems, please call (855) 524-0002.
Equal Employment Opportunity
Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Vice Chancellor - Human Resources at 816-235-1621.
Reasonable accommodations may be made to enable individuals with disabilities to perform the duties and functions of this job. If you believe you may have difficulty performing any of the duties or functions of this job, please contact the Office of Affirmative Action at (816) 235-1323.
EEO IS THE LAW
To read more about Equal Employment Opportunity (EEO) please use the following links:
Founded in 1929 as the University of Kansas City, UMKC has expanded to three campuses, which house 11 different schools and colleges. We are a great university in one of America’s “smartest cities.” Today, UMKC is Kansas City’s 24th-largest employer, with over 3,500 staff and faculty supporting our more than 14,000 undergraduate, graduate and professional students.
As a UMKC employee, you’ll belong to an engaged, diverse community. You’ll also enjoy many competitive benefits, including health, dental, life and other insurance plans; a comprehensive retirement program; and significant tuition assistance and reimbursement programs for employees and their qualifying dependents. For more information, visit the Benefits page. With career options in numerous fields, both academic and administrative, UMKC could be just the opportunity you’ve been looking for.