Job Details
Job Location
UHSP main campus – St. Louis, MO
Position Type
Staff (Full-time)
Education Level
Bachelors Degree
Salary Range
$60,000.00 – $75,000.00 Salary/year
Travel Percentage
Negligible
Job Shift
Day shift
Job Category
Administrative business and/or operations support
Description
The University of Health Sciences and Pharmacy in St. Louis is searching for a uniquely talented individual to serve as the Executive Assistant to the President and Administrative Associate to the Board of Trustees. This professional provides operational support to the Office of the President as well as planning, coordinating, and facilitating the work of its Board of Trustees and board committees. The Executive Assistant to the President and Administrative Associate to the Board of Trustees performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the community. The right candidate must possess exceptional organizational skills and a professional demeanor, display independent decision-making skills, exhibit proficiency in the latest technology, and maintain the President’s trust on discretionary matters.
You will get to:
- Facilitate the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions.
- Coordinates and supports the work of the Board of Trustees and its Committees. This includes preparing meeting agendas and materials, identifying and documenting specific issues for discussion or vote, planning meeting logistics, drafting and distributing meeting minutes, following up on action items, conducting post-meeting surveys, and so forth.
- Demonstrates leadership and maintains trust and credibility crucial to the success of the organization by working collaboratively with other offices and internal University staff, building positive working relationships through demonstration of the University values of discovery, diversity, inclusion, integrity, respect and service. Provides an ideal customer experience for every visitor to the President’s Office.
- Promotes a positive image of the University by greeting and receiving visitors to the President’s office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials).
- Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by the University, gathering information and providing information to the President.
- Provides authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response. Evaluates highly sensitive and confidential materials and determines the best approach for appropriate handling by weighing best practices, perceived sensitivity, and previous protocol.
- Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. Prepares correspondence for distribution or approval and signature, often starting with a few details, concepts, or ideas and expands them into correspondence following UHSP style guide and in alignment with key institutional brand messages. Checks documents for completeness and accuracy.
- Assists the President in oversight functions by reviewing forms and reviewing correspondence and documents prepared by other offices for the President’s signature.
- Assists in planning and coordinating special events and speaking engagements requesting or requiring the President’s attendance, including the development of presentation materials. Facilitates the success of meetings hosted by the President’s office by advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the meetings.
- Facilitates efficient and cost-effective travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
- Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
- Assists with development and management of the budgets under control of the President’s Office by maintaining budget records, reconciling and verifying invoices and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers.
- Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
- Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President.
- Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.
Qualifications
To succeed in this role, you will need:
- A bachelor’s degree, preferably in a business-related field, is required.
- At least five years of operational, financial and management experience
- Ability to work independently and to supervise assigned activities and projects when required.
- Ability to collaborate as a team member on projects and initiatives.
- Ability to handle multiple tasks and prioritize work.
- Excellent written, verbal, interpersonal and organizational skills.
- Ability to interact well with people at all levels.
- Ability to handle confidential matters with a professional level of discretion.
- Proficiency in various software packages is required, including, but not limited to Microsoft Office 365, Jenzabar EX, BoardPaq.
- Experience in an educational setting is strongly preferred.
If this sounds like the job for you here is information on how to apply:
Go to www.uhsp.edu/employment and apply online and submit a cover letter and resume. Review of applications will begin immediately and continue until the position is filled.
Benefits:
UHSP offers a great benefits package including excellent, affordable health insurance, dental, vision, University-paid life and disability insurance, voluntary coverage, retirement match, and generous parental and caregiver leave, personal and University holiday, sick and vacation time. University employees have access to library resources, fitness facilities, cafeteria and university events.
AA/EOE Statement:
University of Health Sciences & Pharmacy in St. Louis is proud to be recognized in 2022 as a Great College to Work For for diversity, inclusion and belonging, faculty and staff well-being and shared governance. We value the benefits of a diverse student body and workforce. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, protected veteran status or status as an individual with a disability. The University’s employment policy shall be supported through a continuing affirmative action commitment that embodies the standards of equal employment opportunities for all persons. EOE/M/F/Veteran/Disabled.