Executive Assistant, Associate Vice President For Facilities

Executive Assistant, Associate Vice President For Facilities R0000000344
Geiger Facilities Building Position Title:
Executive Assistant, Associate Vice President for Facilities Position Type:
Full time Location:
Geiger Facilities Building Categories:
Staff Exempt Job Summary:
The Executive Assistant reports directly to the Associate Vice President for Facilities, but works closely with all the Facilities senior administrative staff, as directed by the AVP Facilities. This position provides primary administrative and technology support for the Associate Vice President for Facilities (AVP). The incumbent will be actively engaged in the work of the AVP at a level that requires significant independent responsibility for: regulatory/technical filings; researching background materials, summarizing findings; preparing correspondence, reports, and public presentation materials; and creating executive-level meeting agendas and minutes. Communications, both oral and written, will routinely be required with all segments of the campus community, including the offices of the president's senior staff, all academic and administrative departments, as well as with external entities such as consulting firms and regional agencies. Job Duties: Job Duties:

• Provides administrative, logistical and technical/technology support for the Associate Vice President for Facilities (AVP and other senior Facilities staff. Manage communications and correspondence in partnership with AVP and senior staff with both internal and external constituents, preparing and collecting materials for meetings including Board of Trustees and other executive-level meetings and provide quality assurance on final distribution of materials as needed. (35%)
• Manage special projects. including items such as: developing policies, keeping current the organizational chart, leading efforts to improve business processes, implementing updates to the computerized maintenance management system (CMMS), etc. represents the department in various initiatives and on university working groups. (20%)
  
• Research background materials for campus-wide initiatives and prepare summaries of pertinent information. Compose and edit confidential and/or routine correspondence and technical reports from rough outlines or general directions. Update and provide building information for surveys and various record-keeping activities for Facilities. Manage a centralized system for documentation, including current programs, projects, studies, initiatives, and proposals, delegation of signature authority as well as historic files, both electronic and paper. Serve as the department's Records Management Liaison and lead the annual Records Retention process (20%)
  
• Assist project managers with room numbering convention for new and renovated building projects. Coordinate with the Planning, Design, and Construction group to update and maintain repository for wayfinding drawings and online documents. Manage and coordinate interior signage for buildings including, but not limited to, ordering sign holders and sign inserts and assisting and coordinating directory board changes. (5%)
• Provide project management support for small to medium sized special initiatives, which vary within Facilities department portfolio that includes Facilities Management, Capital Projects, Energy & Utilities, Maintenance, Custodial, and Grounds. (10%)
• Assist in contract development utilizing university standard contracts, agreements, and contract software. (5%)*Primary responsibility for Planning Design and Construction check requests, processing pay apps, and supplier invoice processing. (5%)
• Support and promote the University's sustainability efforts.
  
• Perform other duties as assigned Minimum qualifications:
  
• High school degree/ equivalent with a minimum of (5) years of administrative/office experience supporting directors or senior level positions.
  
• Experience and proficiency in writing executive level reports, editing and proofreading.
  
• Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons, both within and outside the department. Ability to work effectively with faculty, staff, and students, and external constituents with minimal day-to-day supervision and direction.
• Demonstrated capacity for prioritizing assignments and calmly managing many responsibilities simultaneously, even under conditions of frequent interruptions and uncertainty.
  
• Ability to take initiative and exercise good judgment. Ability to develop, organize, and implement detailed systems of office documentation.
  
• Proficiency with Google Suite or Microsoft Office Applications. Other requirements:
• Post offer background check will be conducted.
• Demonstrated commitment to diversity, equity, inclusion and belonging.
• The position requires well-developed skills in organization and management; executive-level editing and writing; a close attention to detail; excellent interpersonal skills and tact; the ability to respond quickly and effectively to changing situations, deadlines, and/or priorities; and detailed involvement in special projects, all the while upholding strict confidentiality. Preferred qualifications:
  
• Proficiency with quantitative data
  
• Experience processing invoices * Construction administrative experience
  
• Experience in higher education
  
• Experience with integrated databases such as financial management software, event scheduling software and work order/space management software. * Experience with Docusign, Workday or TMA Physical demands: Work is primarily performed in an office setting. Job Exempt:
  Yes
  Salary Range:
  54,080.00-67,600.00 The offer rate will be based on a review of the candidate's credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy. This role is not budgeted for visa sponsorship at this time, all candidates must be authorized to work in the US at the time of submission of the application. Advertised:
  2024-05-23 Benefits: Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to):
  
  • Flexible scheduling options determined by role;
  • Medical, prescription drug, vision, dental, life, and long-term disability insurance options
  • An outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions)
  • Generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!)
  • Full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children. Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods.
  • A comprehensive employee wellness program including program incentives
  • A myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card
  To learn more about Bucknell's benefits, click here ! (*Eligibility criteria and waiting periods may apply.) Diversity, Equity & Inclusion:
  Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and seeks candidates who will contribute to a climate that supports the growth and development of a diverse campus community. We endeavor to enhance our capacity to value and capitalize on the cultural richness that diversity brings. We encourage all individuals to apply and do not discriminate in admissions, employment, educational programs and/or activities on the basis of race, color, national or ethnic origin, age, religion, disability, pregnancy, sex/gender, gender identity and/or expression, sexual orientation, marital or family status, military or veteran status, or genetic information.
  E-Verify Bucknell University participates with the United States Customs and Immigration Services (USCIS) E-Verify program. We will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.For additional information regarding Bucknell's E-Verify requirements, please contact the office of Talent, Culture & Human Resources or email . E-Verify Posters (sharing the link to the posters, which are also attached) To apply, visit . Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-887b5208c0275645bea86f52c16cb875

About Bucknell University

Bucknell University is a private, highly ranked, national liberal arts institution that offers strong professional programs in engineering, business, education, and music. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an appealing Victorian-style town ranked as one of America's best small towns. Lewisburg and the surrounding region offer a unique combination of outdoor recreation opportunities, small-town charm, and amenities such as restaurants, art galleries, an art deco theater, museums, and boutiques. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C. Bucknell University, an Equal Opportunity Employer, believes that students learn best in a diverse, inclusive community and is therefore committed to academic excellence through diversity in its faculty, staff, and students. Thus, we seek candidates who are committed to Bucknell's efforts ... to create a climate that fosters the growth and development of a diverse student body. We welcome applications from members of groups that have been historically underrepresented in higher education.

Show more

Show less