At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Westminster College is seeking an energetic, well-organized Executive Assistant who provides professional, high-level direct support to the Provost and performs a broad array of administrative duties in support of the Office of Academic Affairs and the College. The Executive Assistant must have outstanding work ethic and the ability to manage priorities and projects. Dependability and professionalism in interacting with senior leaders, faculty, staff, and students are critical in this role. The successful candidate will react with appropriate urgency to situations that require a quick turnaround, and will work both independently and collaboratively as appropriate. The person in this position must exercise initiative, judgment, discretion, and confidentiality while assisting the Provost and the Office in its day-to-day operations. The position requires substantive knowledge of the College’s academic processes, policies, and programs. Therefore, the ideal candidate is willing to get significant training in these areas.

Essential Functions:

• Manage the Provost’s calendar and phone calls; anticipate the Provost’s workload and plan time blocks for travel, meeting preparation, development work, board meetings etc.; monitor the Provost’s schedule and help them to stay on track during the workday.
• Arrange and set up appointments and a variety of complex meetings including faculty, students, staff, donors, alumni etc.; coordinate all communication and make all arrangements; ensure agenda, background information, minutes, and other pertinent materials are prepared and distributed.
• Work closely with the Vice Chair of the Faculty and the Chairs of committees (for example, Faculty Personnel Committee) and provide logistical support on behalf of the Office of Academic Affairs.
• Work closely with the Provost’s direct reports to maintain flow of information and updates on common projects.
• Work closely with the Office of Human Resources to ensure proper filing and processing of personnel records such as faculty contracts, annual evaluation documents, transcripts, etc.
• Track calls, take messages, and assist callers as much as possible in the Provost’s absence; use discretion in responding on behalf of the Provost if information is known; screen callers and prioritize call backs for the Provost.
• Perform relevant office functions such as daily correspondence (letters to students, email etc.), filing, and office management.

Periodic Tasks

• Manage faculty records, including instructor contracts, employment status change forms, student evaluation forms, faculty schedule, syllabi, and any other document in the faculty personnel file.
• Assist the Associate Dean with monitoring Academic Affairs expenses and managing the budget, including but not limited to ordering and maintaining inventory of all supplies for Academic Affairs, faculty, and staff; processing credit card transactions for Academic Affairs and completing monthly reconciliations; assisting faculty and Academic Affairs staff in use of purchasing and reimbursement systems and processes; and processing faculty travel requests and reimbursements.
• Coordinate travel, meals, meetings, and other arrangements related to academic staff and faculty searches
• Order all degrees and support commencement activities as needed
• Update and release the Faculty Handbook
• Generate, update, and post lists in the appropriate places (the Dean’s List, Division Chairs, Department Chairs, Program Directors and Coordinators; Full-Time Faculty, Supplemental Faculty, All Faculty by Division; Academic Calendar with Faculty Due Dates; Procedure for Class Cancellations).
• Coordinate office assignments for faculty.

Job Requirements:

Education: Bachelor degree in Communications, English, Business Administration, Management, (Organizational) Leadership, Psychology, or related discipline.

Experience: Minimum five years of progressively responsible administrative support experience which included overseeing administrative office activities, maintaining complex records, coordinating administrative communication with managers and work groups. Desirably, experience working for a seasoned executive in either an academic or non-academic environment

Skills:

• Demonstrated experience in interpersonal relations, leadership, and management
• Professionalism and sound judgment
• Emotional intelligence, poise, and thoughtfulness
• Absolute focus on confidentiality and careful handling of sensitive matters
• Ability to troubleshoot and solve problems in a timely manner
• Ability to work skillfully and diplomatically with faculty, administration, staff, students, alumni, and other external partners
• Ability to organize, plan effectively, and implement sensitive and important activities with a willingness to take the initiative, be assertive when necessary, and assume responsibility without supervision and close direction
• Adaptive and flexible; ability and willingness to change, think, and act quickly under pressure
• Patience, persistence and accuracy in gathering and assembling detailed information
• Strong proficiency in computer software systems including: MS Word, Excel, Power Point, ability to conduct thorough and quick Internet research, and knowledge of other related software applications
• Familiarity with office tools and applications (ex – Calendars and copy machines)
• Outstanding organizational and time management skills
• Excellent writing, editing, and verbal skills

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College is committed to creating a diverse environment and is proud to be an equal opportunity employer. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Washington West, 2nd floor

Fulton, MO 65251

HR@Westminster-mo.edu

573-592-5226