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Eastern Michigan University · 4 days ago

Executive Assistant, AVP I CHRO

Ypsilanti, MI

Full-time

Onsite

Mid, Senior Level

5+ years exp

Eastern Michigan University is seeking an Executive Assistant for the Office of the Vice President and Chief Human Resources Officer. The role involves providing administrative management, project oversight, and support for the AVP | CHRO, including coordinating office activities and handling internal and external contacts.

Higher EducationMarket ResearchUniversities

Responsibilities

Perform routine administrative details, compose interpretive correspondence, coordinate office activities and manage projects on behalf of the AVP | CHRO and Directors with a high level of competent decision-making, discretion, and autonomy

Assist with tasks relating to bargaining unit issues and budgetary matters, while maintaining a high degree of confidentiality

Establish and maintain a comprehensive calendar for the AVP | CHRO, Directors, and the Office of Human Resources

Maintain comprehensive understanding of university, Divisional and unit policies and procedures

Coordinate dissemination of these policies on an ongoing basis to appropriate recipients

Answer inquiries or complaints from faculty, staff, students or guests regarding such policies and procedures

Maintain current knowledge and skills required to utilize university technology and software, and share information with Divisional staff as needed

Serve as liaison with divisional groups and academic units relating to matters of contract maintenance and compliance, benefits and compensation, HR operations, labor relations, learning and talent, hiring and diversity

Due to the wide range of activities and responsibilities, this will entail extensive coordination with a high degree of efficiency

Manage the relationship between the AVP | CHRO’s Office and the university divisional groups (note: due to the large number of groups, this will entail extensive coordination with a high degree of efficiency)

Serve as liaison to the AVP | CHRO’s Office, and meeting coordinator for the various union groups on campus

Manage the relationship between the AVP | CHRO’s Office and union groups, including materials preparation, minutes, and logistics for union meetings and contract negotiations

Provide administrative support for the AVP | CHRO’s Office, including maintaining web sites, meeting coordination, and (if necessary) minutes, and correspondence

Establish and maintain accounting records and/or procedures to monitor, review and reconcile office budgets and account expenditures for the AVP | CHRO’s Office

Process invoices and oversees purchasing of office supplies, maintenance of office equipment, and maintenance of service vendor contracts

Meticulously process time sheets and leave reports with timely and appropriate approvals

Authorize payments within prescribed limits

Collect and tabulate data for reports and records

Process paperwork for signature relating to AVP | CHRO matters such as hiring, travel, budget transfers, legal matters, and other documents

Problem-solve any outstanding issues

Process and file documents to maintain the personnel files of university personnel (staff, faculty, full-time lecturers, part-time lecturers and staff with academic rank)

Problem-solve issues relating to budgetary matters

Prepare regular reports of account expenditures

Maintain unit or project budget accounts and process appropriate expense and budget transfers

Prepare time and room schedules, announcements and/or materials within the HR suite

Perform related duties as required

Qualification

Office managementBudget managementCommunication skillsGoogle SuiteMicrosoft OfficeProblem-solvingWeb developmentTyping speedPlanningOrganizationPolicies

Required

Five years of experience in the performance of progressively more responsible office management and administrative work is required

The ability to communicate moderately to highly complex policies, procedures, and regulations and to ensure understanding of these while working under pressure (e.g. handling several requests at the same time) is required

Ability to handle multiple tasks simultaneously and accurately with no supervision is required

Solid computer skills including knowledge of the Google and Microsoft Office suites are required

Preferred

Well-developed communication, planning, organization, reasoning and problem-solving skills acquired through the completion of a bachelor's degree in Business Administration, Communications, and or Information Technology (or a field providing similar skills) is preferred. (Four years' administrative/office management experience supporting a senior level administrator is equivalent to possessing a bachelor's degree)

Knowledge of Banner and PageUp is strongly preferred

Web development skills and knowledge of specific software applications utilized in the area of assignment are preferred

Knowledge of university and department policies, procedures and regulations is preferred

A specific typing speed may be required depending on department needs