assistant to the vice president

King's College

Executive Assistant to Vice President for Student AffairsClassificationFull-Time, Non-ExemptDepartment/DivisionStudent AffairsReports ToVice President for Student AffairsAbout King&rsquo;sKing's College is a Catholic institution of higher education animated and guided by the Congregation of Holy Cross. King's pursues excellence in teaching, learning, and scholarship through a rigorous core curriculum, major programs across the liberal arts and sciences, nationally accredited professional programs at the undergraduate and graduate levels, and personal attention to student formation in a nurturing community.We offer competitive total rewards, tuition remission for employees, 403(b) plans, and generous paid-time-off and holidays. Our culture is driven by our commitment to our mission, our community and our friendly, knowledgeable faculty and staff.EEO StatementKing&rsquo;s College does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service, or other non-merit factors. We celebrate diversity by fostering a welcoming and inclusive environment where each member of King&rsquo;s College feels respected with a sense of belonging.Job FunctionProvides administrative/secretarial support for the Vice President for Student Affairs and Associate Vice President for Student Affairs/Dean of Students and Division of Student Affairs.Essential Elements1. Creates and maintains an office environment that celebrates, challenges and supports students in a caring and supportive manner consistent with the missions of the Division of Student Affairs and the College, its Catholic identity, and the Congregation of Holy Cross.2. Answers and screens incoming calls and greets visitors in a friendly and courteous manner.3. Provides service to students, faculty, and staff, providing information and referring them to appropriate college offices.4. Maintains and schedules administrative staff calendars (Outlook, Bookings).5. Coordinates purchasing for the office. Contacts service providers for the office copier, fax, printer and computer service and repair.6. Performs clerical functions such as typing reports, memos, and correspondence, and proofreads documents&mdash;including brochures and reports&mdash;for content accuracy and formatting.7. Prepares information, formats tables and charts, and consolidates various reports (e.g., the Student Life Committee-Board of Directors, President&rsquo;s Cabinet/Senior Staff, Divisional Leadership, Divisional assessment reports, divisional communications) as directed by VP/AVP.8. Assists in the development, proofreading, and editing of the Student Handbook.9. Coordinates publications (Off-Campus Parent and Student brochures, Alcohol and Drug brochure, Student Conduct Manual, and VAWA publication).10. Support strategic planning initiatives housed within Student Affairs, inputs data when needed and documents information for attendees.11. Provides assistance with event planning and organization by working with Conference &amp; Events or outside agencies if off campus.12. Enters data and prepares reports using the Guardian system for student conduct, Care Team, Title IX, and other functions.13. Coordinates student conduct appeal process for Vice President and Associate Vice President.14. Manages the scheduling and planning of Administrative and College Student Conduct Panel Hearings, as well as the scheduling of interviews for the College Student Conduct Panel.15. Works closely with administrative hearing officers to track and follow up on student conduct cases and sanctions process. Tracks fines and restitution and conducts appropriate follow-up for unpaid accounts.16. Enters the Datatel/Ellucian System holds for overdue fines, changing residency codes for off-campus students and commuters, updates off-campus student contact information, and enters missing student contact information and parent/guardian information.17. Prepares correspondence and maintains records for Sexual Harassment/Title IX cases under the direction of the Title IX Coordinator.18. Reviews and updates College web pages for the office (Student Affairs, Dean of Students, Title IX, etc.)19. Collates data for statistical reports, including the office semester report, student conduct information, and other compliance reports, including preparing tables, graphs and PowerPoint.20. Maintains confidential student records and evaluates requests for student record disclosure following FERPA and College policy.21. Maintains class attendance records. Notifies faculty and other administrative offices when a student is absent for several days due to a family or personal emergency.22. Provides administrative support to other departments within the division as needed (i.e., project initiatives, assistance with data entry and support to a function without administrative secretarial support, or personnel transitions/coverage needs).23. Evaluates inquiries and situation and contacts appropriate staff when the Vice President or Associate Vice President is unavailable.24. Maintains divisional staff listserv and seeks approval from the VPSA and/or AVPSA on divisional communications prior to distribution.Non-Essential Elements1. Evaluates and maintains appropriate archival files for the division of student affairs in consultation with the VPSA.2. Performs other related duties as assigned.Required Skills, Training, and Experience1. Excellent computer (i.e., Windows, Word, Excel, Outlook, PowerPoint, Canva and aptitude to learn software systems such as Ellucian Colleague, CROA/Entrinsik Informer, Guardian, One Hub, eRezLife) and typing skills.2. Excellent organizational ability and interpersonal skills.3. Desire to work closely with students, families, and the public.4. Ability to work independently.5. Ability to manage projects from organization to completion.6. Ability to work with individuals of diverse backgrounds.Physical ConditionsTypical office working conditions.Limited evening and weekend work is required.Job Type: Full-timePay: From $19.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Employee discount</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Retirement plan</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant to the Vice President for Student Affairs

Joliet Junior College

<div>Position Title:
Executive Assistant to the Executive Vice President (EVP)
Job Description:
POSITION TITLE: Executive Assistant to the Executive Vice President (EVP) STATUS: Full time
 
DEPARTMENT: Executive Vice President
 
DIVISION: President&rsquo;s Office
 
CLASSIFICATION: Exempt
 
UNION: Non-union
 
REPORTS TO: Executive Vice President
 
PLACEMENT: Professional, Grade S9
 
HIRING RANGE: $60,049 - $67,555 annually
 
 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
 
The student population at the college is diverse in ethnicity, gender, language, age, and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY
 
Reporting directly to the Executive Vice President (EVP), the Executive Assistant provides executive level support and exercises a high degree of confidentiality and discretion. Maintains a close and highly responsive relationship regarding day-to-day office management activities with the EVP, Chief of Staff for Strategic Initiatives and Operational Excellence (CoS), and other team members. Acts as a liaison to the direct reports and Cabinet level teams; organizes and coordinates executive outreach and external relations efforts; oversees special projects. Work requires knowledge and understanding of the institution&rsquo;s mission and vision, strategic plan, programs, and procedures.
This position works independently on projects, from conception to completion, exercising confidentiality and discretion. Demonstrates commitment to continuous quality improvement and to providing outstanding service to internal and external stakeholders and maintaining an overall standard of excellence for the staff in the Office of the EVP.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
 
1. Perform comprehensive office management duties to ensure operational efficiency. Effectively anticipate and prioritize competing demands, manage issues proactively and expeditiously, and ensue consistent follow-through. Act as a key communication bridge between the EVP's office and internal departments as well as external constituencies, effectively maintaining the highest levels of professionalism, credibility, trust, and support.
 
2. Welcome, greet and assist visitors; review and route correspondence; coordinate meetings, events, and special functions; answer questions and meeting requests. Respond professionally and with discretion to inquiries, comments, and concerns from Trustees, students, faculty, and staff, referring concerns to the appropriate office as needed.
3. Keep the EVP, CoS and team members informed of upcoming commitments, deadlines, and responsibilities. Proactively track projects, provide timely follow up, and ensure successful completion through effective coordination, consistent communication, and support for timely decision making.
 
4. Research, prioritize, and follow up on incoming issues and concerns. Assess and determine appropriate course of action, referral, or response to ensure timely and effective resolution.
 
5. Assist with day-to-day office budget monitoring, including expense tracking, reconciliation, and reporting. Initiate and complete all expense requisitions and reports within the college&rsquo;s information system in a timely manner, ensuring all expense deadlines are met. Support the preparation and management of the annual office budget, ensuring accuracy, compliance, and effective oversight.
 
6. Complete a broad variety of administrative duties, including calendar management; composing and preparing correspondence, presentations, and letters; maintaining webpages; coordinating travel arrangements, accommodations, itineraries, and agendas; and compiling materials for travel-related meetings.
 
7. Prepare and deliver monthly reports and presentations as directed to support leadership review and decision-making.
 
8. Complete projects and special assignments by establishing objectives, conducting research, determining priorities, managing time, gaining cooperation and coordination of others, monitoring progress, problem-solving, and adjusting plans to meet deadlines and directives.
 
9. Communicate directly, and on behalf of the EVP and CoS, with internal and external stakeholders, on matters related to programmatic and operational initiatives.
 
10. Schedule and coordinate events, including preparing agendas and programs; arranging audiovisual and related technical equipment and services; and providing on-site or logistical support during events as needed.
 
11. Partner with the President&rsquo;s Office Executive Administrative Team to support and execute projects and priorities related to office administration and Board of Trustees relations.
 
12. Serve on college committees and cross-functional teams as designated.
 
13. Perform additional duties as assigned.
MINIMUM QUALIFICATIONS
 
1. Bachelor&rsquo;s Degree in Business or related field or Associate&rsquo;s Degree in Business or related field
 
with five (5) years administrative assistant experience.
 
2. Proficient in MS Office (Word, Excel, Canva, PowerPoint and Outlook), and Adobe Acrobat.
 
3. Excellent oral, written, and interpersonal communication skills; exceptional listening skills; ability to establish and maintain cooperative and effective working relationships.
 
4. Demonstrated leadership skills and abilities. High level of professionalism and resiliency.
 
5. Commitment to quality and integrity. Ability to multi-task and handle periods of high demand work.
 
6. Excellent customer service skills with the ability to effectively work with minimal supervision.
 
7. Proven ability to handle confidential and sensitive information with discretion, be adaptable to various competing demands.
 
8. Strong facilitation and organizational skills.
9. Demonstrated commitment to the college&rsquo;s core values of respect and inclusion, sustainability,
 
integrity, collaboration, humor, and well-being, innovation, and quality.
 
10. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
PREFERRED QUALIFICATIONS
 
1. Associate&rsquo;s Degree in Business or related field with seven (7) years of experience in an equivalent role in an executive office setting
 
2. Direct recent experience in working with executive level staff.
3. English and Spanish verbal and written communication proficiency.
 
4. Demonstrated multicultural competence.
PHYSICAL DEMANDS
 
1. Normal office physical demands.
 
2. Ability to travel between campus locations and to and from community events.
WORKING CONDITIONS
 
1. Position requires flexibility for adjusted work hours such as early morning or evening based on the meetings and other events associated with the EVP office. 
 
<h2 class="jobSectionHeader">BENEFITS
</h2>Click on the link for information about JJC's Benefits: Non-Union Support Staff, Professional, Administrative
Full Time/Part Time:
Full time
Union (If Applicable):
Scheduled Hours:
40</div>

Executive Assistant to the Executive Vice President (EVP)

Catholic Charities Fort Worth

<div>Be PROUD of what you do:

You'll join a mission-driven team and agency dedicated to supporting our clients. We have been entrusted with a 116-year legacy of doing good and we have set forth a bold goal of ending poverty in our community. Our services are uniquely positioned to address a myriad of key factors that keep families from reaching their bigger, brighter future. We have identified five different areas, or pathways, in which our programs create impact: financial resiliency, education credentials, emotional resiliency, resource stability, and employment. And we're growing our team to make it all happen! Though we are guided by our Catholic Faith, you do not have to be Catholic to join our team or receive services. 


Applications will be accepted through May 15, 2026. 


Core Responsibilities
<ul>
<li>Administrative Support</li>
<li>Strategic Support</li>
<li>Senior Leadership Team Operations &amp; Integration</li>
<li>Governance Entities Strategy &amp; Engagement</li>
<li>Project Management Strategic Support</li></ul> 


What will you be doing in your role?
<ul>
<li>Independently manage and triage the President&rsquo;s and Vice President&rsquo;s email inboxes, ensuring timely responses, exercising judgment to flag strategic priorities, and maintaining executive-level communication standards.</li>
<li>Draft, edit, and prepare professional correspondence, presentations, and internal communications on behalf of the President and Vice President, exercising discretion regarding content and alignment with leader voice.</li>
<li>Orchestrate and &ldquo;run the day&rdquo; for the President and Vice President, including ensuring smooth meeting transitions, keeping schedules on track, and proactively preparing materials and briefing documents before each meeting.</li>
<li>Manage complex, high-volume calendars for the President and Vice President, making autonomous decisions regarding scheduling, prioritization of requests and coordination with internal and external stakeholders.</li>
<li>Coordinate all travel for the President and Vice President, including booking flights, hotels, and ground transportation; preparing detailed travel itineraries; and ensuring President and Vice President are fully prepped for all onsite commitments.</li>
<li>Anticipate needs of President and Vice President by monitoring workloads, deadlines, and key priorities, proactively identifying risks, conflicts, or preparation needs to ensure the leaders are fully briefed and equipped for upcoming commitments.</li>
<li>Serve as a strategic gatekeeper, protecting executive time while maintaining strong relationships across the organization and making determinations regarding access, timing, and follow-up.</li>
<li>Own preparation for executive meetings, including driving timelines, supporting creation of agendas, curating materials, and guiding post-meeting follow-through to drive results.</li>
<li>Provide comprehensive support for senior leadership team meetings, including preparing meeting spaces, managing technology needs, taking clear and actionable notes, and documenting decisions to drive execution and accountability.</li>
<li>Track and assign action items from senior team meetings, ensuring owners are notified and deadlines are monitored to support accountability and follow‑through.</li>
<li>Own and drive the annual calendar of senior leadership team meetings, proactively coordinating schedules, managing all logistics, securing materials, and ensuring all components are delivered with excellence.</li>
<li>Prompt the President and Vice President to prepare meeting agendas and materials in advance, maintaining a smooth planning cadence so executives don&rsquo;t need to manage the process themselves.</li>
<li>Serve as the operational owner for governance processes&mdash;anticipating needs, maintaining cadence, and ensuring all governance activities occur on time, with excellence, and with minimal direction required from the President and Vice President.</li>
<li>Provide comprehensive support for all governance meetings, including preparing meeting spaces, managing technology needs, taking clear and actionable notes, and documenting decisions and follow‑up tasks.</li>
<li>Support the implementation of project management best practices for cross‑functional initiatives led by the President and Vice President, exercising judgment to organize workstreams, timelines, and alignment across teams.</li>
<li>Own logistics, coordination, and document preparation for project management meetings.</li>
<li>Support preparation and follow up for project management meetings, including preparing agendas, assembling materials, and capturing clear next steps that drive consistent follow‑through and momentum.</li></ul> 


Are you the next Senior Executive Assistant to President/CEO and Vice President?

Required:
<ul>
<li>High School Diploma.</li>
<li>5 to 7 or more years of relevant professional experience in executive support, operations, or administrative leadership.</li>
<li>Proficiency in Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint and SharePoint).</li>
<li>Excellent written and oral presentation skills in English.</li>
<li>Exceptional organizational skills with the ability to manage multiple priorities and deadlines.</li>
<li>Strong communication and interpersonal abilities.</li>
<li>Demonstrated discretion and ability to handle sensitive and confidential information.</li>
<li>Ability to work both independently and collaboratively in a fast-paced environment.</li>
<li>Ability to provide consistent, on-site support. This position is located in Fort Worth, TX. It is required for candidates to be available to work 5 days in the office. Occasional remote work is supported when work duties require deep thinking or focused work.</li>
</ul>
Preferred:
<ul>
<li>Bachelor&rsquo;s degree in business or related field preferred.</li></ul> 


Here's the Good Stuff...
<ul><li>Full-time position with a starting salary of $75,000. Pay is determined by relevant experience, work history, education and internal equities.</li>
<li>Medical/ Dental/ Vision/ Short Term Disability/ Accident Insurance/ Hospital Indemnity Insurance/ Critical Illness/ ID Shield</li>
<li>Health Savings Account- CCFW contributes $110 per month.</li>
<li>100% Company paid Long Term Disability</li>
<li>100% Company paid Basic Life and AD&amp;D Insurance</li>
<li>16 paid Holidays (including being closed Christmas Eve through New Years Day)</li>
<li>Tiered PTO Accrual by tenure:
<ul><li>Vacation Time- 100 hours in your first year.</li>
<li>Sick Time- 48 hours in your first year.</li>
</ul></li><li>403(b) with employer match from day one- up to 6%</li>
<li>3 weeks paid parental/critical illness leave</li>
<li>Employee Assistance Program</li>
<li>CCFW Participates in the Public Service Loan Forgiveness program (PSLF)</li>
<li>Mentorship Program</li>
<li>Wellness Program</li>
<li>Financial Coaching</li> 
</ul>
I'm in...next steps. 
We want to know more about you! Send us your resume and cover letter through the &quot;Join our Team&quot; tab on our website: www.catholiccharitiesfortworth.org. Select the job posting and click the &quot;Apply now&quot; button at the top right of the posting. Be sure to complete all fields so we know who to contact! 


Due to the volume of responses, only qualified parties will be contacted. No phone calls, please. Catholic Charities Fort Worth is an equal-opportunity employer.</div>

Senior Executive Assistant to CEO/President and Vice President

The Heritage Foundation

<div><div>Washington, DC
</div><div>Full Time
</div><div>Executive Vice President's Office
</div><div>Mid Level</div></div>
 <div>Title: Executive and Research Assistant, Executive Vice President&rsquo;s Office
Reports to: Executive Vice President
Job Summary: The Executive and Research Assistant oversees the day-to-day operations of the Office of the Executive Vice President (EVP) by providing executive-level program and administrative support and working collaboratively with Heritage Foundation team members to achieve enterprise-wide goals. The Executive and Research Assistant employs diplomacy, discretion, and confidentiality in all matters and at all times. The Executive and Research Assistant is comfortable in a fast-paced environment, exercises sound judgment, coordinates multiple, time-sensitive projects/priorities, and is a well-organized, detail-oriented member of the team. 
Job Duties:
Schedule/Calendar Management<ul><li>
Ensure efficient organization and execution of the EVP&rsquo;s portfolio of activities.</li><li>
Manage and track the EVP&rsquo;s daily and long-term calendar, including coordinating with the President&rsquo;s Office, Chief Operating Officer, Chief Advancement Officer, and the EVP&rsquo;s direct reports.
</li><li>Vet internal and external requests and track their completion.</li><li>
Prioritize and prepare the EVP for all internal and external meetings, events, and trips.</li><li>
Work with the Development department to arrange donor meetings for the EVP, as well as the EVP&rsquo;s participation in donor events.</li></ul>
Research &amp; Project Management<ul><li>
Assist EVP with project management for enterprise-wide initiatives.
</li><li>Manage the EVP&rsquo;s ongoing research initiatives, including op-eds, speeches, presentations, and other written material.</li><li>
Assist in preparation of portions of regular reports to the Board of Trustees.</li><li>
Facilitate internal discussions and briefings on various policy issues.</li></ul>
Travel and Expenses<ul><li>
Coordinate all EVP domestic and international travel.</li><li>
Monitor the EVP departmental budget and oversee prompt completion of expense reports and submission of invoices from outside vendors.</li><li>
Develop system for EVP review and approval of the President&rsquo;s and Vice Presidents&rsquo; expense reports.</li></ul> 
Qualifications:
Education: BA/BS preferred
Experience: 3+ years of experience directly supporting and advising an executive-level manager; experience working for a conservative non-profit and/or Capitol Hill office preferred
Communication: Excellent writing and proofreading skills
Technology: Expert proficiency in Microsoft Suite and database software 
Other Requirements:
<ul><li>Understand and support the Heritage mission and vision for America, and the department&rsquo;s goals and objectives.</li><li>
Promote policies consistent with Heritage&rsquo;s priorities; speak with one voice.</li><li>
Discretion and ability to maintain confidentiality.</li><li>
Exceptional interpersonal skills and professionalism; proven ability to forge trusting relationships across the organization.</li><li>
Ability to prioritize strategic objectives and manage multiple tasks at the same time.</li><li>
Basic knowledge of policy issues.</li></ul> 
Benefits and Salary:
The Heritage Foundation offers a highly competitive benefits package that includes, but is not limited to, best-in-class health care, vision, and dental insurance, employer-sponsored retirement funding, &ldquo;take what you need&rdquo; PTO and sick leave, 14 weeks of paid leave for new moms and 6 weeks of paid leave for new dads, among other programs.
The salary range for this role is $67,000 - $80,000 annually. This range is a good-faith estimate, and the final salary offered to a selected candidate depends on a variety of factors including, but not limited to, the candidate&rsquo;s experience, education, and other qualifications; internal and external market pay for comparable jobs; and level of hire based on aforementioned qualifications.</div>

Executive and Research Assistant, Executive Vice President's Office

ROGERS STATE UNIVERSITY

Executive AssistantDepartment of Student AffairsALL APPLICANTS MUST APPLY AT: https://www.rsu.eduPOSITION SUMMARY: The Executive Assistant provides administrative support to the Vice President for Student Affairs and maintains and manages the records and activities within the Division of Student Affairs.PRIMARY DUTIES/ESSENTIAL FUNCTIONS:<ul><li>Support the Every Hillcat, Every Day philosophy;</li><li>Provide support for the Vice President for Student Affairs;</li><li>Select, onboard, and supervise student workers within the Division of Student Affairs;</li><li>Maintain budget records and monitor office expenditures, including purchasing card reconciliation reports;</li><li>Develop and maintain filing systems;</li><li>Assist with office supply procurement;</li><li>Schedule meetings and make travel arrangements;</li><li>Handle routine incoming and outgoing correspondence;</li><li>Maintain Rotunda announcement slides;</li><li>Work with student organizations regarding accounts and purchasing procedures;</li><li>Compile data and prepare reports;</li><li>Maintain student holds for Title IX training requirement and related correspondence;</li><li>Answer phone and give appropriate information to callers and visitors;</li><li>Assist in providing a welcoming environment for students and visitors;</li><li>Complete special projects and assignments;</li><li>Oversee and schedule Student Affairs Conference Room, Conference Room A, Rotunda, Hillcat Den (student recreation room), OMA Student Lounge, and the 24-hour computer lab;</li><li>Other duties as assigned.</li></ul>KNOWLEDGE AND SKILLS: <ul><li>Knowledge of administrative support practices, computer technology, software packages, including but not limited to MS Office including Excel, Word, Outlook, and PowerPoint, and office equipment;</li><li>Knowledge of generally accepted office practices and excellent communication skills;</li><li>Knowledge of accounting and financial records;</li><li>Ability to work independently, interpret information clearly, and make decisions;</li><li>Ability to maintain confidentiality;</li><li>Ability to interact effectively with people;</li><li>Ability to organize work procedures;</li><li>Ability to learn and apply software applications necessary for job functions;</li><li>Provide a professional and approachable point of contact for the Division of Student Affairs.</li></ul>MINIMUM QUALIFICATIONS: <ul><li>Associates&rsquo; degree and/or 3-5 years administrative experience;</li><li>Strong organizational and computer skills;</li><li>Budget Management skills;</li><li>Excellent oral and written skills;</li><li>Critical thinking skills.</li></ul>PREFERRED QUALIFICATIONS:<ul><li>Bachelor's degree in Business or related field;</li><li>Experience in higher education.</li></ul>PHYSICAL REQUIREMENTS:<ul><li>Ability to lift 20 &ndash; 40 lbs. on occasion;</li><li>Ability to stand for 1 -4 hours for events;</li><li>Ability to sit for long periods of time;</li><li>Ability to operate a motor vehicle (Oklahoma Class D license)</li></ul>REPORTS TO: Vice President for Student AffairsSUPERVISION GIVEN TO: Student WorkersHOURS:8:00 a.m. &ndash; 5:00 p.m. M &ndash; FPOSITION: Clerical, Full-Time, FLSA Non-ExemptPay: $37,000.00 per yearBenefits:<ul><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant - for Vice President of Student Affairs

University of Texas at El Paso

<div><div><div><h2 class="jobSectionHeader">Position Information</h2><div> 
<div><div>
</div>Hiring Department: Research &amp; Innovation
Reports To: Assistant Vice President for Research Operations &amp; Finance
Job Location: On-Site; El Paso, TX
Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.
Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends
FLSA status: Exempt
Earliest Start Date: As soon as possible.
Starting Salary: $58,000 annually; Commensurate with experience.
Required Application Materials:<ul><li>
Resume</li><li>
Cover Letter</li><li>
List of three references</li></ul>
</div></div></div></div><div><div><h2 class="jobSectionHeader">Position Summary</h2><div> 
<div><div>
</div>Under limited supervision and with extensive latitude for the use of initiative and independent judgment, provides highly advanced (senior-level) professional assistance. Performs complex and specialized administrative work to facilitate and support the Vice President for Research and the operations of the department, while effectively handling a wide variety of demanding and confidential administrative duties. This multi-faceted role provides the opportunity for meaningful interaction with a broad range of campus and community members, to work on varied and fast-paced projects, and to support the office of Research &amp; Innovation in fulfilling the university&rsquo;s mission of access, excellence, and impact.
Statement of Duties and Responsibilities:
Coordinates or oversees high-level administrative operations for the Vice President for Research &amp; Innovation.
Serves as a liaison between the Vice President for Research &amp; Innovation and the public, students, staff and other campus officials; maintain specialized knowledge of educational administration.
Provides administrative support for the Vice President for Research &amp; Innovation and occasionally for the broader leadership team on projects, Power Point presentations, drafting, editing, mail handling, supply control and necessary internal and external communication. Assists with projects as requested by the Vice President for Research &amp; Innovation.
Processes purchase orders, travel requests, time sheets and other business transactions in the financial system as needed. Maintains adequate inventory of office supplies. Organize programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
Initiates and answers telephone calls; screen and direct visitors and calls to appropriate personnel.
Works with front office staff to ensure adequate support when others are out of the office.
Organizes, coordinates, and manages various departmental activities, projects and functions as directed. Plans and coordinates department events.
Provides information and assistance in person or by telephone regarding programs, policies, and procedures to faculty, staff, administrators, students, and the general public.
Assists the Vice President in review, development, and/or recommend changes of program policies and procedures.
Gathers, researches, and compiles complex statistical information for budget preparation and for preparation of narrative reports for such items as program and curriculum review, handles grant and state reporting.
Coordinates communication and activities with other departments and personnel, students, educational institutions, vendors, other outside organizations, and the public.
Develops and maintains internal and external contacts. Manages and maintains electronic filing system for the
Vice President for Research &amp; Innovation and ensures files are up to date and clearly marked for easy access. Establish and maintain a variety of complex files and records.
Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution and maintains records; reviews and proofs documents, records, and forms for accuracy, completeness and conformance to applicable rules and regulations;
Communicates extensively with management, faculty, staff, students, and the general public.
Handles confidential information regarding management, faculty, staff, and/or students and controversial matters.
Prepares and edits office correspondence as well as correspondence signed by the University President.
Oversees and updates the office website as necessary and serves as Vice President for Research &amp; Innovation Office liaison to Marketing and Communications.
Knowledge of all Microsoft Office software and able to learn and use institutional software systems.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
Proven ability to manage complex executive calendars, including coordination with faculty leadership, campus partners, and external stakeholders
Experience in discretion and professionalism in handling confidential personnel, student, faculty, and institutional matters
Complies with all State and University policies.
Other duties as assigned.
Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization's objectives, policies, and applicable laws.
</div></div></div></div><div><div><h2 class="jobSectionHeader">
Qualifications</h2><div> 
<div><div>
</div>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Required Qualifications:
Education: Bachelor&rsquo;s degree
and
Experience: Six years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.
Preferred Qualifications:
1-2 years of experience supporting senior academic or administrative leadership (Vice President, Provost, Dean, or equivalent)
Applicants Should Demonstrate
Experience managing or coordinating complex projects, programs, or initiatives involving multiple stakeholders.
Proven ability to improve administrative processes, workflows, or systems while exercising sound judgment and discretion.
Experience assisting with division-level operations, including coordination across departments, programs, or functional units.
Strong analytical and organizational skills, including preparing executive-level reports, presentations, or data summaries. 

</div></div></div></div><div><div><h2 class="jobSectionHeader">
Why Pick UTEP</h2><div> 
<div><div>
</div>The University of Texas at El Paso (UTEP) is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.
UTEP is America&rsquo;s leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 26,000 students are Hispanic, and half are the first in their families to go to college. UTEP offers 170 bachelor&rsquo;s, master&rsquo;s and doctoral degree programs at the only open-access, top-tier research university in America.
This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution&rsquo;s core strengths&mdash;its location, its people, its supportive culture, and its community partnerships&mdash;the plan lays out a bold vision for the next decade, aimed at maximizing the University&rsquo;s regional impact and national stature.
About the Division of Research &amp; Innovation
The Research &amp; Innovation division supports this world-class research enterprise by advancing transformative research excellence across campus and nurturing an innovative, cross-disciplinary culture. In all our work, we maintain a constant focus on our public mission of increasing access to excellent higher education and advancing discovery that positively impacts the health, culture, education, and economy of our region, the State of Texas, the nation, and the world. We do so by enabling the research success of our faculty and students through supporting the university research mission by providing research development, stewardship, compliance and safety services, and securing strategic external partnerships.
</div></div></div></div><div><div><h2 class="jobSectionHeader">
Miner Perks and Benefits</h2><div> 
<div><div>
</div>What UTEP Offers:<ul><li>
Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform</li><li>
Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long - term disability plans</li><li>
Retirement Programs</li><li>
Longevity Pay</li><li>
Paid Vacation &amp; Sick Leave</li><li>
Paid Holidays</li><li>
Employee Discounts &amp; Perks</li><li>
Employee Education Assistance program</li><li>
And much more! Visit our Benefits Summary Page for more information on our additional benefits.</li></ul> 
Disclaimer: Eligibility for perks and benefits may vary based on part-time or full-time employment. 

</div></div></div></div><div><div><h2 class="jobSectionHeader">
Additional Information</h2><div> 
<div><div>
</div>Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.
The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents&rsquo; performance objectives as outlined by the incumbents&rsquo; immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code &sect;51.215, which authorizes the employer to obtain criminal history record information. A valid driver&rsquo;s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.
The physical demands and work environment characteristics 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 disabilities to perform the essential functions.
While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 50 pounds.
The noise level for this work environment is usually moderate.
In keeping with its access, excellence, and impact mission, The University of Texas at El Paso is committed to a learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.
The University of Texas at El Paso is an Equal Opportunity Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee&rsquo;s or prospective employee&rsquo;s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries&mdash;including the filing of a Formal Complaint or reporting an incident&mdash;about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 223C.
For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.</div></div></div></div></div>

Assistant To Vice President

Moffitt Cancer Center

<div>Job Summary:
Provides high level administrative support to the Vice President. Provides support to various committees and is responsible for special projects as assigned. The Executive Assistant triages the CTO, VPs and Directors communications, and works with them to facilitate timely and appropriate action. Coordinates all domestic and international travel and maintains their schedule. This position requires strong communication skills and interpersonal effectiveness. Must be able to make independent decisions, exercise authority when necessary, anticipate needs of the VP and the Director and have mature judgment, exercise discretion due to the confidential and sensitive nature of information/material handled daily.
Responsibilities:
Coordinates the preparation of agendas for meetings; gathers and distributes materials for meetings; attends meetings, composes official minutes of all meetings, and maintains related files and records.
Writes, edits and/or coordinates the preparation of correspondence, reports, or other printed materials using Microsoft Office software; researches content items for precedents, correctness of presentation and applicability. Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Monitor and resolve monthly accounting reports for departments to include all orders, travel expenditures, check requests and deposits to ensure proper crediting/debiting.
Provides primary administrative support and coordination of special projects (e.g., mapping workflow or coordinating programs). Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals, responds to calendar requests as needed.
Address sensitive topics related to Human Resources, budget, or other matters, with the utmost confidentiality
Other duties as required, including assistance with ad-hoc projects.
Credentials and Qualifications:
 High School Diploma/GED required.
Minimum five (5) years reporting to senior and/or executive level management providing administrative/secretarial/office coordination experience to executive-level officials, preferably in a medical, academic and/or research setting.
Excellent customer service and interpersonal (verbal and written) communication skills and telephone etiquette is essential.
Must have the ability to interpret and apply instructions to assigned activities.
Must be highly organized, capable of self-direction, independent action and exercise good judgment.
Strong command of English grammar, spelling, punctuation and proofreading skills.
Familiarity with office organization protocols and procedures.
Discretion and judgment in handling confidential information.
Demonstrated proficiency with advanced Microsoft Office applications &ndash; including Word, Excel, PowerPoint, and Outlook is required. 

Preferred Experience:
Associate&rsquo;s Degree in Business Administration or other related discipline.
Administrative support in a health care or academic medical environment.
Proficiency with graphics software.
Knowledge of Moffitt&rsquo;s policies and practices &ndash; including human resources and purchasing. 
Location: H. Lee Moffitt Cancer Center &amp; Research Institute &middot; Population Sci Adm Staff 
Schedule: Full Time, Day Shift, M-F, 8-5</div>

EXECUTIVE ASSISTANT TO VP ACD

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