Title: Executive Assistant, AVP I CHRO

Employee Classification: AH - Administrative Non-Exempt

Pay Grade: AH 03

Division: Business and Finance

Subdivision: Labor Relations

Department: University Human Resources

Campus Location: Main Campus

General Summary

Provide administrative management, development, and project oversight for initiatives in the Office of the Vice President and Chief Human Resources Officer.

Support the AVP | CHRO and administrative activities in the Human Resources Office; coordinate large-scale office projects, handle internal and external contacts, and provide clerical support to the office of AVP | CHRO and the Office of Human Resources.

Principal Duties and Responsibilities

• Perform routine administrative details, compose interpretive correspondence, coordinate office activities and manage projects on behalf of the AVP | CHRO and Directors with a high level of competent decision-making, discretion, and autonomy.
• Assist with tasks relating to bargaining unit issues and budgetary matters, while maintaining a high degree of confidentiality.
• Establish and maintain a comprehensive calendar for the AVP | CHRO, Directors, and the Office of Human Resources.
• Maintain comprehensive understanding of university, Divisional and unit policies and procedures.
  • Coordinate dissemination of these policies on an ongoing basis to appropriate recipients.
• Answer inquiries or complaints from faculty, staff, students or guests regarding such policies and procedures.
• Maintain current knowledge and skills required to utilize university technology and software, and share information with Divisional staff as needed.
• Serve as liaison with divisional groups and academic units relating to matters of contract maintenance and compliance, benefits and compensation, HR operations, labor relations, learning and talent, hiring and diversity.
• Due to the wide range of activities and responsibilities, this will entail extensive coordination with a high degree of efficiency.
• Manage the relationship between the AVP | CHRO’s Office and the university divisional groups (note: due to the large number of groups, this will entail extensive coordination with a high degree of efficiency).
• Serve as liaison to the AVP | CHRO’s Office, and meeting coordinator for the various union groups on campus.
• Manage the relationship between the AVP | CHRO’s Office and union groups, including materials preparation, minutes, and logistics for union meetings and contract negotiations.
• Provide administrative support for the AVP | CHRO’s Office, including maintaining web sites, meeting coordination, and (if necessary) minutes, and correspondence.
• Establish and maintain accounting records and/or procedures to monitor, review and reconcile office budgets and account expenditures for the AVP | CHRO’s Office.
• Process invoices and oversees purchasing of office supplies, maintenance of office equipment, and maintenance of service vendor contracts.
• Meticulously process time sheets and leave reports with timely and appropriate approvals.
• Authorize payments within prescribed limits.
• Collect and tabulate data for reports and records.
• Process paperwork for signature relating to AVP | CHRO matters such as hiring, travel, budget transfers, legal matters, and other documents.
• Problem-solve any outstanding issues.
• Process and file documents to maintain the personnel files of university personnel (staff, faculty, full-time lecturers, part-time lecturers and staff with academic rank).
• Problem-solve issues relating to budgetary matters.
• Prepare regular reports of account expenditures.
• Maintain unit or project budget accounts and process appropriate expense and budget transfers.
• Prepare time and room schedules, announcements and/or materials within the HR suite.
• Perform related duties as required.

Minimum Qualifications:

Five years of experience in the performance of progressively more responsible office management and administrative work is required.

The ability to communicate moderately to highly complex policies, procedures, and regulations and to ensure understanding of these while working under pressure (e.g. handling several requests at the same time) is required.

Ability to handle multiple tasks simultaneously and accurately with no supervision is required.

Preferred Qualifications:

Well-developed communication, planning, organization, reasoning and problem-solving skills acquired through the completion of a bachelor's degree in Business Administration, Communications, and or Information Technology (or a field providing similar skills) is preferred. (Four years' administrative/office management experience supporting a senior level administrator is equivalent to possessing a bachelor's degree).

Solid computer skills including knowledge of the Google and Microsoft Office suites are required. Knowledge of Banner and PageUp is strongly preferred.

Web development skills and knowledge of specific software applications utilized in the area of assignment are preferred.

Knowledge of university and department policies, procedures and regulations is preferred.

A specific typing speed may be required depending on department needs.

Special Instructions:

N/A

Appointment Percentage:

100%