Kenyon College is conducting a search for a qualified candidate to fill the position of Administrative Assistant to the President's Division. The administrative assistant to the president’s division will support the office of the president as well as the office of campus events and other offices within the division, as needed. This individual is responsible for the general operations of the president’s office, which includes greeting visitors, daily office tasks, and assisting the executive assistant to the president when needed. This position will be focused on supporting campus governance bodies, including the board of trustees, campus senate, and senior staff as well as presidential and campus events. The administrative assistant must have exceptional organizational skills and be highly detail-oriented. The ability to work with a great deal of flexibility, multi-task, function in a busy team-oriented office environment, and meet deadlines is required for this position, and the person in this position must be proficient in and comfortable with spreadsheet management and word processing. The administrative assistant will be accountable for confidential material related to faculty reviews and awards, personnel issues, searches, the Board of Trustees, budget information, campus emergency situations, student academic infractions, and other campus projects. Discretion and good judgment are mandatory. The administrative assistant to the president’s division reports to the chief of staff, although daily direction will be provided by the executive assistant to the president, the director of board relations, or the director of campus events, as appropriate. This is a full-time, twelve-month staff position, working approximately 35 hours per week, that includes a generous benefits package. Most work is completed during regular business hours, however, occasional work outside of these times (evenings and weekends) may be necessary. The hourly rate of pay is $16.35.
Essential Functions for General Office Duties
- Perform general duties, including but not limited to greeting visitors, answering telephones, filing, copying, and ordering office supplies.
- Process daily mail and handle correspondence in and out of the office.
- Process invoices and accounting documents for the office.
- Reconcile p-card statements for the chief of staff and others in the division.
- Maintain and update the websites for the office of the president, the board of trustees, and the campus senate.
- Digitize and archive files in accordance with the College’s record retention policy.
- Assist with managing the schedule and correspondence of the chief of staff and the president, as requested.
- Other duties required for general office support and organization.
Essential Functions for Supporting Governance Bodies
- Assist with the coordination of board member travel logistics for meetings, including tracking arrival/departure information, flight details, ground transportation, lodging arrangements, and confirmations.
- Assist with managing in-person meeting needs, including name tags, checklists, and printed materials.
- Create work orders for A/V and maintenance requests.
- Assist with reviewing and preparing materials as well as ensuring the execution of successful meetings, either in person or online.
- Assist with maintaining information in the board management system and other directory lists.
- Maintain governance records and historical archives.
Essential Functions for Presidential and Campus Events
- Assist with reserving spaces and create maintenance work orders for presidential and campus events.
- Assist with managing event logistics such as tracking attendance, electronic notices and reminders, name badges, table tents, setting up online details, as needed.
- Help to coordinate event information between and among campus departments.
- Assist with monitoring and maintaining detailed event plans, budgets, and tracking systems for events.
Knowledge, Skills, Abilities, and Success Factors
The successful candidate must:
- Safeguard highly confidential information,
- Manage multiple projects simultaneously,
- Establish priorities and use time wisely to accomplish assignments,
- Be highly motivated and very adaptable to change,
- Have outstanding organizational skills and event planning expertise,
- Be able to take initiative and be very productive,
- Be proficient in spreadsheet management and word processing, excellent skills in Microsoft Office: Word, Excel, mail merges and Google documents,
- Be extremely dependable and able to work as part of a team, and
- Have excellent written and oral communication skills.
The administrative assistant will help to direct the work of student assistants in the office of the president.
The successful candidate must maintain a professional appearance and demeanor in a busy senior level executive’s office and maintain a high level of confidentiality concerning sensitive campus-wide issues and material handled by the office/position on a regular basis. The person in this position will be exposed to a constant flow of board members, faculty, students, administrators, alumni, community members, and others who wish to interact with the president and chief of staff. Occasionally, the administrative assistant will be asked to move heavy office supplies, equipment, or furniture.
Associate's degree or higher is preferred. Experience working in higher education or a related field is helpful but not required. Must possess excellent organizational and communications skills, and maintain a high degree of professionalism. The successful candidate will be proficient in standard computing software.
Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.