Description

POSITION OBJECTIVE 

Working with a high degree of independence, this role has the primary responsibility to provide direct, executive-level support to the Vice President of University Technology/Chief Information Officer (VP/CIO) to increase his time and availability for high-level responsibilities. The executive aide implements and completes team initiatives of varying intensity and length to support the strategic goals of the division. The executive aide interacts with University Technology (UTech) senior leadership and division staff to facilitate collaborations that support technology initiatives. In addition, this position creates reports, manages searches for high-level positions, assists with the organization of staff retreats, and writes proposals as appropriate. The executive aide also independently manages projects, which involves coordinating and facilitating internal meetings to present data to Utech's leadership for ongoing or future projects. The executive aide handles a wide variety of matters, situations and conflicts involving all levels of office administration. This position is responsible for advancing initiatives of the office of the VP through written communications, the conduct of research, and preparation of related materials at the direction of the VP/CIO and his leadership team. The role is responsible for supporting communications originating from the VP/CIO and select designees, including speeches, presentations, talking points, op-ed columns, articles, social media posts, website content and correspondence. Works closely with the VP/CIO (and engages with UTech leadership that the VP/CIO recommends) to identify emerging priorities and discern when and how to begin the process of informing key stakeholders and larger constituencies about them.

ESSENTIAL FUNCTIONS

Executive administrative management: Participate in planning long- or short-term business objectives. Investigate and resolve matters of significance on behalf of leadership. As directed by the VP/CIO, attend meetings and perform or coordinate special projects as requested. Coordinate details of events such as conferences, business meetings, employee appreciation events and virtual events. This includes venue and catering selection, monitoring event timelines and ensuring deadlines are met, sending out invitations and managing RSVP list, publicity, presentation preparation, etc. Direct and lead the work of other lower-level staff. Keep abreast of new technologies and changes to existing technologies that affect the office operations. Make recommendations to leadership on policies and procedures. Compare and evaluate possible courses of conduct and determine the best course of action. Actively seek out and suggest improvements to operations, including new procedures, documentation, and training. (30%)
Communications and public relations: Through regular consultation with the VP/CIO, identify major themes and focus areas for communications, and develop engaging approaches to introduce them to campus stakeholders. Conceptualize, research and provide writing support to the VP/CIO, including speeches, talking points, written statements, publication messages, website content and correspondence. Communicate information of a highly complex nature in a clear, concise, and compelling way, serving as translator from ¿tech speak¿ to laymen's terms. Develop a cooperative communications plan and strategy that will manage the perception of the division and fortify the delivery of necessary information to constituents (as defined by leadership), understanding the importance of timing and setting, building in response to crises and setbacks, working with peers and University Marketing and Communications to ensure that information released is consistent with the strategy at large. Ensure quality control and audience appropriateness of information released. Based on the above plan and strategy, craft and utilize a cohesive communications methodology that can support crisis management, perception management and provide preemptive planning. Through the above activities, project a positive image of UTech to the division (internally) and the university community (externally). Work closely within UTech to identify operational shortcomings and help resolve with appropriate communication and functional insight. Collaborate on, research, draft and support strategic plans, projects, and related communications. Prepare and/or contribute to the preparation of routine and non-routine reports, briefings, presentations, letters, memoranda, proposals, and public relations information. Utilize technologies to prepare correspondence, internal memoranda, reports, charts, and graphs as requested. Compose general administrative correspondence as well as assisting the VP with the large volume of correspondence required for that position. (30%)
Office management and administrative support: Responsible for the workflow and efficient operation of the VP Executive Suite which includes administrative tasks, supervising support staff, assigning and scheduling of such work, scheduling a large volume of meetings and conferences, maintaining appointment calendars and resolving timing conflicts, handling a large volume of email, receiving visitors, ordering supplies, maintaining equipment, distributing mail, and filing (both the Vice President's files as well as the office files). Coordinate travel for the VP/CIO including complex and difficult travel arrangements and details. Comply with university policies and ensure that all necessary forms are completed. Responsible for confidential, strategic and time sensitive material. (25%)
Financial management: Responsible for payment of expenses, such as membership dues, registration for conferences, etc. and preparing monthly information on expense activity to supplement the forecast process. Reconcile or supervise reconciliation of expense statements and purchase transactions. Maintain office expense data and files. Be familiar with university policies and procedures relating to fiscal controls and operations, including budgets, endowments, payroll, and grants administration. Maintain a strong knowledge of the university's accounting structure and systems. Provide guidance to others with routine inquiries to the office. (14%)
 

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (1%)

CONTACTS 

Department: Daily contact with the VP/CIO. Daily contact with the other professionals in the office to collaborate on projects, provide information, resolve complaints, etc.

University: Frequent contact with the offices of the president, the provost and chief financial officer to exchange information. Frequent contact with the deans, school business officers, and senior administrators in other central offices to exchange information. Occasional contact with faculty to exchange information. 

External: Occasional contact with peer institutions to exchange information. Occasional contact with consultants to exchange information. Occasional contact with outside agencies and vendors to exchange information. 

Students: Occasional contact with students to provide information, coordinate scheduling, resolve complaints, etc.

SUPERVISORY RESPONSIBILITIES

May supervise, direct or lead lower-level staff. Assist in training new support staff.

QUALIFICAITONS

Experience: 10 years of progressively more responsible administrative experience. 

Education: Associate's degree required (Bachelor's degree preferred).

REQUIRED SKILLS

Highly refined sense of and attention to confidentiality and discretion as this position has access to personal and professional information.
Consistently model high standards of honesty, integrity, trust, openness, and respect for the individual. Experience working with various populations. 
Experience, independent judgement and decision making to plan and accomplish goals. Ability to optimize the use of time and resources to achieve the desired results, effectively plans and organizes work to minimize crises; prioritize appropriately.
Organizational skills, self-motivation, initiative, creativity, and flexibility. Must be able to work both independently with little supervision as well as collaboratively with a variety of personnel.
Ability to manage competing priorities, multi-task and work effectively in a team-oriented, demanding environment. 
Analytical and critical thinking abilities; requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions. 
Strong ability to work with a complex set of standards, procedures and terminology, applying significant attention to detail, accuracy and verification.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. Ability to keep abreast of new technologies and changes to existing technologies which may affect future operations is required. Strong grasp of technology and how it plays a role in business processes.
Ability to develop networks and use them to strengthen internal and external support. Ability to identify opportunities and take action to build strategic relationships between UTech and other university areas, teams, departments, etc., to help achieve business goals. 
Ability to respond to difficult, stressful or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers. The ability to recognize awkward or potentially embarrassing situations that sometimes arise. Always aware of tone and careful choice of words, while at the same time ensuring that the intended message is clear, polite and readily understood.
Strong ability to work in a team, being able to play the roles of team leader and team player as required. 
Outstanding oral and written communication skills and the ability to write reports, business correspondence and procedure manuals. Communicating effectively in writing as appropriate for the needs of the audience. Ability to interact with colleagues, supervisors, and customers face to face.
Ability to actively listen and be responsive to verbal and non-verbal clues. Talk to others to convey information effectively. 
Ability and motivation to take on increased responsibility and work more autonomously.
Strong budget management skills include the ability to assemble financial data and convey data effectively to management.
Strong computer skills ¿ Advanced features of current versions of Microsoft Word, Excel, PowerPoint, required. Internet research abilities. Knowledge of Google, Visio, Adobe Creative Suite preferred.
Experience with PeopleSoft HCM and Financials system preferred.
Advanced experience with various technologies for video collaboration and conferencing.
Strong knowledge, understanding of and compliance to university policies and procedures.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance. 
Ability to interact with colleagues, supervisors, and customers face to face. 
 

WORKING CONDITIONS

Professional office setting and/or remote home office setting. Pressures are associated with short lead times, conflicting priorities, and the complex nature of the office functions. Some activities may require working outside of normal business hours. Travel between various locations on campus may be required. Physical conditions involve extensive sitting and use of the computer. This position is eligible for the staff hybrid work program.

Requirements

QUALIFICAITONS

Experience: 10 years of progressively more responsible administrative experience. 

Education: Associate's degree required (Bachelor's degree preferred).