Student Veterans of America Jobs

This position provides the primary administrative support to the President, the Chief of Staff, and Senior Executive Associate & Director of Events. Maintains a high level of professionalism and confidentiality in working with individuals within and with the interactions with those outside of the President's Office. The Administrative Assistant of the President's Office must have a working knowledge of the administrative policies and procedures within the Division and the University in order to effectively and efficiently perform the various administrative tasks and assignments. This position requires the Assistant to approach the responsibilities using considerable independence, minimal supervision, and an extensive application of autonomous judgement. Works independently to interpret and implement those Division and university policies and procedures related to daily operations. Represents the unit to internal and external constituencies.

The primary role of administrative support to the President's Office includes the daily general office assignments involving the handling of administrative, managerial, staff, faculty, student, and public interactions through the screening of calls, mail, visitors, and appointments. Communications from the office of the President to various individuals and constituent groups are created, reviewed, edited, proofed, and delivered as part of the administrative support of the office. A working knowledge of relevant computer software is required. This includes productivity software (Currently Word, Excel, Outlook, PowerPoint), Internet browsers (Internet Explorer, FireFox, Chrome), SAP's FI/MM (Finance and Material Management), SourcePoint, and the Campus Information System (SIS, Banner, etc.). It is expected that reading, attending workshops and seminars, and taking relevant course work will be necessary to remain computer literate on appropriate software applications, advanced skillsets, and other related technologies.

Specific Responsibilities: Scheduling of Meetings and Monitoring of Calendars -- Manages and monitors the calendar for the President and coordinates a complex schedule which includes internal meetings with local committees, governance bodies, and administrative groups; as well as external meetings to include donor and alumni relations, elected officials, industry executives and partners, as well as off-campus meetings and conferences. Ensures President has time for material review and correspondence, as well as balances the calendar to allow for breaks and transition periods between locales. Continuously updates calendar with pertinent information as it becomes available and adds directly to the appointment to be readily assessable to the President. Prepares hard copies of pertinent materials as well as attaching electronic versions of agendas, reports, and instructions to the electronic calendar appointments as needed for the President's review and participation in the meetings. Coordinates meetings with other administrators, staff, faculty, union leadership, student leaders, and committees. This includes securing the necessary facilities, equipment, and other special arrangements to support the meetings. Prepares briefing materials for President's review. Processes registrations and makes travel arrangements for conferences and invited presentations and speeches ensuring both the President and host organization is informed of each other's requests. Provides support to the President in coordinating schedules with the Chancellor's Office for meetings with the Chancellor and with system Presidents' offices as appropriate. Schedules off-campus consultants and guests visiting the campus including parking, traveling, hotel, and other related support. Processes requisitions for payment and any travel reimbursement needed for guests of the President's Office. Maintain a yearly campus wide events schedule for President's attendance option. Contact appropriate individuals for event details and expected President's participation.

Building Coordination Provides support to the building coordinator by placing purchase requests for updating furnishings, building services, signage replacement, computer needs, and technical support when needed. Place work orders for building room keys for new building employees and transfer employees as needed, building repairs, office change and furniture movement. Coordinates with building maintenance for repairs as appropriate. Coordinate and maintain the daily scheduling of the Old Main Conference Rooms (203 A&B), Old Main Mark Room and the Chapel. Obtain set-up instructions and coordination with building Maintenance Repairman.

*Division-wide Administrative Support *-- Provides administrative support to the Sr. Exec Assoc and Dir of Events for President's Office activities, processes, and events. This includes procurement, travel, and other financial support activities. Ensures healthy level of communication for direct-reporting offices and division leads. Serve as liaison between students, faculty, and staff. Answer multi-line telephones, directing callers to the appropriate personnel, answering inquiries.

Budgeting and Purchasing -- Takes the lead in the preparation of the annual budget for the Division. Monitors office budget and submits all purchase requisitions for office supplies for all office personnel. Coordinates purchasing and travel expenses for the office, to include the President, and members of the Council of Trustees. Submits all forms for any travel reimbursements as needed. Uses the procurement card process as appropriate to order materials necessary in the operation of the President's Office including following all of the guidelines for purchase and follow-up documentation for the Administration and Finance Division. Manages the Shippensburg University Foundation funds allocated to the President's Office: President's Discretionary fund, President's Reserve Fund, and the EMT funds. Completes SUF requisitions for funds expenditure for each of the funds and compiles receipts necessary to accompany submission for payment, including verifying the consistent use of the funds, reimbursement of funds, and the documentation required for the process. Manages backup documentation needed for the expenses on the President's SU Foundation Credit Card and submits to the SUF Director of Finance for reconciling monthly invoice.

Event Support Supports and staffs Presidential events to receive guests and provide logistical support. Support provided for the Council of Trustees' Planning Process, and similar processes including scheduling of related meetings, locations, setup, material distribution, and technical support. Complete room reservations, technology requests, process contracts, catering orders, facilities and set-up requests and other details related to special programs as directed by the Sen Exec Assoc and Dir for Events.

*Monitoring of Policies and Procedures *-- Monitors changes in academic policies and administrative procedures and recommends appropriate implementation as they relate to the Office of the President.

Maintenance of Records -- Maintains and accesses a wide range of files of reports, correspondence, and other documents, both physically and digitals including confidential information such as personnel information related to hiring, evaluation, and termination. Routinely evaluates items and records in storage to determine anticipated need for retention based on records retention policy and d