Executive Assistant for Academic Operations

Job Description

This position provides high level executive administrative leadership and professional support to the Associate VP for Academic Operations and the Associate Provost for Internationalization.

In addition to daily management of schedules, high-level communications, and financial processing for two departments, this position will be responsible for administrative support or oversight of various projects across the University, including international coordination with Syracuse Abroad centers and potential international partner entities.

Budget and operations support of the Associate VP for Academic Operations will require collaboration across all areas of the academic core of the University with expert discretion and tact to handle sensitive financial information.

This position also provides support in the revision, preparation, and dissemination of highly confidential documents to University leadership including the Board of Trustees.

Additionally, this position oversees the Memoranda of Understanding process for the Office of the Provost, requiring knowledge of general parameters for a variety of MOUs, with specific attention to international agreements in support of the Associate VP for Internationalization, and close coordination with Risk Management, the central Budget Office, and the Office of the General Counsel. Qualifications

• Bachelor’s degree or equivalent combination of education and experience; Master’s degree preferred.
• Five (5+) plus years of experience with executive administrative support or office management.

Job Specific Qualifications

• International experience and financial / operational experience preferred.
• Expert verbal and written communication skills.
• Discretion and diplomacy.
• Capability to manage multiple simultaneous projects and prioritize among them independently.
• Expert level problem solving, research, information gathering, and analytical skills.
• Expert understanding of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat.
• Capability to quickly learn web-based information systems and applications.
• Budget oversight experience.
• Understanding of accessible documentation preferred.

Responsibilities

• Represent and support the Associate VP for Academic Operations.
• Represent the Associate VP for Academic Operations in the University community and external constituents. Interact with all levels of the University, including but not limited to, the Chancellor and Executive Team, Senior Academic leaders, Trustees, Deans, Department Heads, and Faculty.
• Collaborate with individuals on campus and external advisors to record, track, and report on progress related to various initiatives overseen by the Associate VP for Academic Operations.
• Prepare confidential documents for senior University administration and Board of Trustees in support of the Associate. VP for Academic Operations.
• Provide executive level administrative leadership and professional support in highly confidential area concerning University finances and operations in the academic core.
• Analyze complex confidential information to brief and / or prepare reports / materials for the Associate VP for Academic Operations.
• Arrange travel and out-of-town accommodations for business travel by the Associate VP for Academic Operations.
• Represent and support the Associate Provost for Internationalization.
• Represent the Associate Provost for Internationalization in the University and external, particularly international, constituents.

Interact with all levels of the University, including but not limited to, the Chancellor and Executive Team, Senior Academic leaders, Trustees, Deans, Department Heads, and Faculty.

Collaborate with Syracuse Abroad, international Syracuse Abroad centers, and various world partners in support of international initiatives of the Associate VP for internationalization.

Record, track, and report on progress related to international initiatives.

• Assist in the preparation of reports and documentation related to internationalization efforts and projects.
• Prepare email and written correspondence as requested on behalf of the Associate Provost for Internationalization, including that intended for a global audience.
• Arrange international travel and accommodations for business travel by the Associate Provost for Internationalization.
• Provide project management, oversight, logistic support and / or other expert administrative support for a variety of projects assigned to the Associate VP for Academic Operations and the Associate Provost for Internationalization.
• Executive administrative support for Vice Chancellor-level research projects / initiatives as assigned, including scheduling, coordination with internal and external partners, and preparation of materials.
• Logistics and executive administration support for Provost-charged committees across the University, including scheduling, materials preparation, and event planning.
• Logistics and executive administration support for initiatives / working groups of senior Academic Affairs leadership, including Deans and relevant faculty experts.
• Research, materials gathering, material review, draft report writing, and final presentation preparation for projects assigned to the Associate VP for Academic Operations and / or the Associate Provost for Internationalization.
• Oversight of the overall MOU review and approval process for all MOUs signed by the Provost.
• Ongoing evaluation of the MOU process to identify potential areas creating lack of efficiency and devising new processes as needed to support a speedy but thorough review process.
• Detailed knowledge of all international agreements in support of the work of the Associate Provost for Internationalization.
• Ongoing collaboration with the office of Risk Management, central Budget Office, and the Office of the General Counsel on all MOUs signed by the Provost.
• Manage and coordinate daily office operations including budget, projects, and staffing.
• Use highly developed computer, analytical, technical, oral, and written communication skills.
• Maintain department files.
• Answer incoming calls and correspondence, including independently handling incoming communication where appropriate using judgement and discretion.

Physical Requirements

• Tools / Equipment *
30+ days ago