Description

Title: Executive Assistant to VP, Mission Integration

VP Area: Mission Integration

Department: Vice President Mission Integration

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: On-campus Position

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 12

Job Purpose:

The Executive Assistant & Office Manager is a member of the Mission Integration staff and reports to the Vice President, Mission Integration providing executive-level assistance in support of the Office of Mission Integration and facilitates the effective operation of the division and its offices.

This position is responsible for a broad and complex set of assignments related to the duties of the Vice President, Mission Integration; provides administrative support for all activities across the division. The Office Manager demonstrates a commitment to continuous quality improvement, providing outstanding service to various internal and external University stakeholders, and maintaining an overall standard of excellence for the staff in the Office of Mission Integration.

Essential Functions:

• 40% - Executive Administrative Support
  • Proactively provides executive-level support to the Vice President, Mission Integration by managing messages, meetings, event requests, tasks, and issues.
    • Additionally provides high-level support to individuals and groups for the Vice President, Mission Integration.
  • Provides regular updates to the Vice President, Mission Integration using multiple spreadsheets, meetings, and task management.
  • Ensures the Vice President, Mission Integration is sufficiently prepared and briefed for all travel, daily appointments, meetings, and events.
  • Prepares, reviews, submits, and tracks Concur expense reports and related reimbursement documentation for the Vice President, Mission Integration and designated department leaders, ensuring accuracy, compliance with University policies, and timely processing.
  • Promotes a positive image of the University by greeting and receiving visitors to the Vice President's office.
  • Provides guidance and refers inquiries or problems to the appropriate office or person; this includes resolving problems and following up to determine the inquirer's satisfaction with the response.
  • Assists with logistics as requested.
  • Assists with correspondence and dissemination of internal and external communication.
  • Drafts general correspondence as requested.
  • Answers and directs phone calls and appropriately relays important information promptly and clearly, maintaining confidentiality.
  • Assists in all preparation and follow-up for meetings of the Mission Identity committee of the Board of Trustees, including preparing agendas, taking minutes, and interacting with the Office of the President.
  • Assists in communication with the Bishop's Office of the Diocese of Spokane. - (Essential)

• 30% - Special Projects & Events
  • Consults with and assists the Vice President, Mission Integration as requested with special projects and assignments by researching information and providing a synopsis.
  • Manages and coordinates Projects & Events to support the university mission. - (Essential)

• 25% - Scheduling
  • Coordinates all scheduling for the Vice President, Mission Integration. Provides scheduling support as needed to the leaders of University Ministry, Mission Engagement, Tribal Relations and the Office of Inclusive Excellence.
  • Facilitates the development and coordination of a complex calendar of appointments, meetings, travel schedules, and University and community functions with individuals and groups for the Vice President, Mission Integration anticipating conflicts and negotiating competing interests.
  • Schedules reoccurring meetings with leadership team members, and committees.
  • Provides oversight of the Vice President's daily calendar to maintain a busy schedule and effective time management. - (Essential)

• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

5 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education.

Certifications and/or Licensures:

Skills & Abilities:

• Ability to provide high-level executive support across a broad portfolio, manage competing priorities, and exercise sound judgment in a fast-paced environment.
• Ability to coordinate complex calendars, meetings, travel arrangements, and events while ensuring efficient use of executive time
• Strong verbal and written communication skills with the ability to interact professionally and diplomatically with diverse stakeholders.
• Ability to accurately capture meeting notes and prepare summaries; demonstrated typing proficiency of 60+ words per minute with a high degree of accuracy preferred.
• Ability to organize, prioritize, and manage multiple projects, events, and special assignments while meeting deadlines.
• Ability to handle sensitive and confidential information with professionalism, integrity, and sound judgment.
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), task management tools, and electronic recordkeeping systems, with exceptional attention to detail and organization.

Preferred Qualifications:

• Master's preferred
• Administrative work experience in a higher education academic environment.
• Prior knowledge and experience with Catholic institutions, especially Jesuit.
• Web content management experience

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Daily (>75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $28.39-$35.00 per hour

Pay Range:

Minimum Salary (Non-Exempt): $28.39

Midpoint Salary (Non-Exempt): $35.48

Maximum Salary (Non-Exempt): $42.57

Is this position eligible for relocation reimbursement?: no

Is this position eligible for a signing bonus?: no

At this time, the University has suspended all new H1B visa sponsorships.