Roosevelt University
Executive Secretary, Office of the President
Roosevelt University, Chicago, Illinois, United States, 60290
Executive Secretary, Office of the President
Position Title Executive Secretary, Office of the President Category Position Number Posting Number Posting Number S0001242 Location Location Chicago Open Date Open Date 12/06/2024 Close Date Open Until Filled? Yes Job Type Job Type Full-Time Working Hours Position Summary The Executive Secretary in the Office of the President provides clerical support for staff members in the Office of the President, which also includes Institutional Advancement & Accreditation, Office of the General Counsel, Special Events & Conference Services,
DEI & Title IX Compliance and may occasionally assist the Chief Financial Officer. The Executive Secretary must always exhibit professionalism, perform job duties accurately, efficiently and independently while providing the highest level of proactive customer service to faculty, staff, students, trustees and visitors as a representative of the Office of the President.
This is an at-will, non-exempt, clerical position reporting directly to the Vice President, Chief of Staff and under the supervision of the Executive Assistant to the President. As a new hire, you will become a member of OPEIU local 391 and the hourly rate is $26.71, as outlined in the OPEIU local 391 union contract. The work schedule for this position is Monday-Friday, 8:30 am – 5:00 pm. During certain periods, remote work is also possible upon approval from supervisor.
Title IX Contact Information: Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX regulations. At Roosevelt University, the Title IX Coordinator is Natasha Robinson. Her office is in the Auditorium Building of the Chicago campus, 430 S. Michigan Avenue, 476B. She can be reached at (312) 281-3245 or TitlelX@roosevelt.edu. Do not contact this email address for inquiries about your job application; if you have questions, you may email hrquestions@roosevelt.edu Knowledge, Skills and Abilities Required Supervision/Direction: Individuals at this grade level will work independently in an unstructured and unpredictable environment and may in fact be responsible for developing and maintaining the structure of the office. Responsibility for Others: Individuals at this grade level may oversee the efficient operation of the office and the completion of assigned work. Individuals at this grade level may train, assign and oversee the work of student workers, hourly or other clerical staff. Individuals may be responsible for the accuracy, completion & timeliness of other’s work. Individuals may process time sheets and other HR-related paperwork. While clerical employees may oversee the work of others, they may not have responsibility to hire, discipline or terminate. Problem Solving, Follow-up, Decision- Making and Planning: Individuals at this grade level should have the ability to assess situations, make and implement decisions, and hold others accountable. Individuals must have the ability to create both short- and longterm plans and communicate the plans to others. Level of Interaction & Confidentiality: Individuals at this grade level have the ability to communicate effectively and maintain confidence in very important matters. Individuals must have the ability to use diplomacy and tact to enhance work relationships. Equipment – Supplies & Maintenance: Individuals at this grade level will be responsible to oversee others who maintain the office equipment and supplies. Education and Work Experience: Individuals at this grade level must have completed a minimum of three years of college (90 credit hours) and a minimum of five years professional office experience or four years progressive experience. One-year college education may substitute for one-year office experience and vice-versa. Computer Skills:
Word: Fundamentals, Formatting Pages and Performing a Mail Merge, Document Collaboration, Working with Forms, Working with Templates. Excel: Fundamentals including Creating and Formatting Spreadsheets. Outlook: Fundamentals, Using the Calendar and Address Book, Advanced E mail Features Power Point: Fundamentals, Creating, Editing, and Formatting Presentations, Working with Tables and WordArt, Working with Graphs & Organizational Charts. Internet: Computer Basics (Exploring the Internet)
Years of Experience Required Years of Experience Required 4 Required Education Required Education Some College Certification/Licensure Required None. Minimum Qualifications Please refer to knowledge, skills and abilities required Preferred Qualifications Bachelor’s Degree Demonstrated knowledge and experience working with an integrated database (Banner ideal) Experience with an online purchase order system, budget, and document tracking Equipment Operated Desktop and laptop computer, phone, multi-function device (copier and printer). Working Conditions Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and repetition. Moderate level of stress. Priority Application Instructions Current Roosevelt OPEIU members may apply on or before Friday, December 13th for priority consideration. Departmental Contact Information Essential Job Functions Duty and Responsibility General Support:
Provides support of all President’s Office and Board of Trustees events, both clerical and logistical, including but not limited to Commencement, Convocation, President’s and Board of Trustees Meetings/Dinners, Senior Leadership Retreats, American Dream Conference, State of the University, Town Hall, Welcome Receptions, etc. Provide calendar management to Vice President, Chief of Staff, as needed. Create travel arrangements, generate POs, invoice management, and generate expense reports. Typing and distribution of meeting minutes, as needed. Maintain and update electronic and hard copy filing system of all Board documents, including minutes, resolutions, committee documents, directory information, and document and file transfer to archives. Provide clerical support to the Associate Vice President of Institutional Research & Accreditation, General Counsel, Director of Special Events & Conference Services,
DEI
& Title IX Compliance Officer, Executive Assistant to the President and may occasionally assist the Chief Financial Officer Percentage Of Time Percentage Of Time 40 Duty and Responsibility Office Operations:
Answer phones, greet guests, collect and distribute mail from mailroom, order supplies, and equipment maintenance management. Arrange meeting rooms and equipment, including assisting with catering, as needed. Schedule the use of board rooms for internal/external people. Communicate effectively with all internal and external constituents including trustees, executive leadership, visitors, faculty, staff and students. Assist with monitoring and maintaining websites including Office of the President, Office of Special Events, DEI and BMLA . Percentage Of Time Percentage Of Time 30 Duty and Responsibility Office of the President Special Events / Conference Services:
Monitor email and voicemail box including communicating and responding to inquiries in a timely manner. Prepare and submit checks for deposit and provide invoice management for Special Events/ Conference Services. Create and maintain an electronic file management system. Assist with onsite meetings on occasion. Percentage Of Time Percentage Of Time 30 Posting Specific Questions
Required fields are indicated with an asterisk (*). * Are you a current employee that is a member of OPEIU Local 391?
Yes No
* Do you have extensive knowledge of the following: Invoicing/PO management, calendar management, maintaining an electronic filing system, and managing important documents? Please explain your experience in detail. (Open Ended Question)
#J-18808-Ljbffr
Position Title Executive Secretary, Office of the President Category Position Number Posting Number Posting Number S0001242 Location Location Chicago Open Date Open Date 12/06/2024 Close Date Open Until Filled? Yes Job Type Job Type Full-Time Working Hours Position Summary The Executive Secretary in the Office of the President provides clerical support for staff members in the Office of the President, which also includes Institutional Advancement & Accreditation, Office of the General Counsel, Special Events & Conference Services,
DEI & Title IX Compliance and may occasionally assist the Chief Financial Officer. The Executive Secretary must always exhibit professionalism, perform job duties accurately, efficiently and independently while providing the highest level of proactive customer service to faculty, staff, students, trustees and visitors as a representative of the Office of the President.
This is an at-will, non-exempt, clerical position reporting directly to the Vice President, Chief of Staff and under the supervision of the Executive Assistant to the President. As a new hire, you will become a member of OPEIU local 391 and the hourly rate is $26.71, as outlined in the OPEIU local 391 union contract. The work schedule for this position is Monday-Friday, 8:30 am – 5:00 pm. During certain periods, remote work is also possible upon approval from supervisor.
Title IX Contact Information: Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX regulations. At Roosevelt University, the Title IX Coordinator is Natasha Robinson. Her office is in the Auditorium Building of the Chicago campus, 430 S. Michigan Avenue, 476B. She can be reached at (312) 281-3245 or TitlelX@roosevelt.edu. Do not contact this email address for inquiries about your job application; if you have questions, you may email hrquestions@roosevelt.edu Knowledge, Skills and Abilities Required Supervision/Direction: Individuals at this grade level will work independently in an unstructured and unpredictable environment and may in fact be responsible for developing and maintaining the structure of the office. Responsibility for Others: Individuals at this grade level may oversee the efficient operation of the office and the completion of assigned work. Individuals at this grade level may train, assign and oversee the work of student workers, hourly or other clerical staff. Individuals may be responsible for the accuracy, completion & timeliness of other’s work. Individuals may process time sheets and other HR-related paperwork. While clerical employees may oversee the work of others, they may not have responsibility to hire, discipline or terminate. Problem Solving, Follow-up, Decision- Making and Planning: Individuals at this grade level should have the ability to assess situations, make and implement decisions, and hold others accountable. Individuals must have the ability to create both short- and longterm plans and communicate the plans to others. Level of Interaction & Confidentiality: Individuals at this grade level have the ability to communicate effectively and maintain confidence in very important matters. Individuals must have the ability to use diplomacy and tact to enhance work relationships. Equipment – Supplies & Maintenance: Individuals at this grade level will be responsible to oversee others who maintain the office equipment and supplies. Education and Work Experience: Individuals at this grade level must have completed a minimum of three years of college (90 credit hours) and a minimum of five years professional office experience or four years progressive experience. One-year college education may substitute for one-year office experience and vice-versa. Computer Skills:
Word: Fundamentals, Formatting Pages and Performing a Mail Merge, Document Collaboration, Working with Forms, Working with Templates. Excel: Fundamentals including Creating and Formatting Spreadsheets. Outlook: Fundamentals, Using the Calendar and Address Book, Advanced E mail Features Power Point: Fundamentals, Creating, Editing, and Formatting Presentations, Working with Tables and WordArt, Working with Graphs & Organizational Charts. Internet: Computer Basics (Exploring the Internet)
Years of Experience Required Years of Experience Required 4 Required Education Required Education Some College Certification/Licensure Required None. Minimum Qualifications Please refer to knowledge, skills and abilities required Preferred Qualifications Bachelor’s Degree Demonstrated knowledge and experience working with an integrated database (Banner ideal) Experience with an online purchase order system, budget, and document tracking Equipment Operated Desktop and laptop computer, phone, multi-function device (copier and printer). Working Conditions Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and repetition. Moderate level of stress. Priority Application Instructions Current Roosevelt OPEIU members may apply on or before Friday, December 13th for priority consideration. Departmental Contact Information Essential Job Functions Duty and Responsibility General Support:
Provides support of all President’s Office and Board of Trustees events, both clerical and logistical, including but not limited to Commencement, Convocation, President’s and Board of Trustees Meetings/Dinners, Senior Leadership Retreats, American Dream Conference, State of the University, Town Hall, Welcome Receptions, etc. Provide calendar management to Vice President, Chief of Staff, as needed. Create travel arrangements, generate POs, invoice management, and generate expense reports. Typing and distribution of meeting minutes, as needed. Maintain and update electronic and hard copy filing system of all Board documents, including minutes, resolutions, committee documents, directory information, and document and file transfer to archives. Provide clerical support to the Associate Vice President of Institutional Research & Accreditation, General Counsel, Director of Special Events & Conference Services,
DEI
& Title IX Compliance Officer, Executive Assistant to the President and may occasionally assist the Chief Financial Officer Percentage Of Time Percentage Of Time 40 Duty and Responsibility Office Operations:
Answer phones, greet guests, collect and distribute mail from mailroom, order supplies, and equipment maintenance management. Arrange meeting rooms and equipment, including assisting with catering, as needed. Schedule the use of board rooms for internal/external people. Communicate effectively with all internal and external constituents including trustees, executive leadership, visitors, faculty, staff and students. Assist with monitoring and maintaining websites including Office of the President, Office of Special Events, DEI and BMLA . Percentage Of Time Percentage Of Time 30 Duty and Responsibility Office of the President Special Events / Conference Services:
Monitor email and voicemail box including communicating and responding to inquiries in a timely manner. Prepare and submit checks for deposit and provide invoice management for Special Events/ Conference Services. Create and maintain an electronic file management system. Assist with onsite meetings on occasion. Percentage Of Time Percentage Of Time 30 Posting Specific Questions
Required fields are indicated with an asterisk (*). * Are you a current employee that is a member of OPEIU Local 391?
Yes No
* Do you have extensive knowledge of the following: Invoicing/PO management, calendar management, maintaining an electronic filing system, and managing important documents? Please explain your experience in detail. (Open Ended Question)
#J-18808-Ljbffr