Administrative Assistant to the Academic Affairs Office and the President’s Office
Nebraska Wesleyan University seeks applications for an individual who will provide administrative support for the Academic Affairs Office and the President’s Office (80-20%), coordinating and performing a wide variety of support activities and administrative services. The Administrative Assistant position works regularly with the President, Provost, Dean of Undergraduate Programs, the Dean of Adult and Graduate Programs, the Associate Provost for Integrative and Experiential Learning, and department offices as needed on confidential topics and materials involving matters such as faculty appointments, student concerns, personnel concerns, and scheduling for President/Academic Affairs office.
The incumbent will be expected to exercise careful judgment in shaping the office schedules through the handling of appointments, telephone calls, correspondence, and requests for the President’s or Provost’s presence at events. The successful candidate will possess a high level of diplomacy, confidentiality, time management skills, independent thinking, initiative, self-motivation and discretion with sensitive information.
NWU offers a competitive wage and comprehensive benefits plan including Health, Dental, and Vision Insurance, Life Insurance, Disability benefits, Retirement, and 100% tuition discount for dependents after one year of service among other benefits.
- Maintains the President’s and Provost’s calendar
- Manages faculty personnel files and maintains faculty evaluation records for compliance
- Compiles data for faculty credentials and provides data as requested
- Manages notifications, records, and meeting schedules for sabbatical leaves
- Prepares materials and schedules meetings to review applications for faculty awards
- Coordinates and makes needed travel arrangements for President’s and Provost’s Office as well as for special guests of the University, compiles travel books/records
- Organizes and helps facilitate meetings, conferences, and other special events both on and off campus
- Attends a variety of special functions as part of the President’s / Provost’s Office, including but not limited to Homecoming, Holiday Open House, and Commencement
- Provides primary phone and walk-in office reception
- Provides day-to-day operations support for the Provost’s Office and events
- Oversees office budget accounts, processes invoices for payment and monitors expenditures; reconciles credit card receipts and monthly statements
- Assists with preparation of correspondence, meeting agendas, minutes, reports and other documents, some highly confidential in nature
- Prepares and processes large mailings using mailing lists
- Assists with coordinating revisions to the Faculty Handbook and Constitution and distribution to faculty
- Assists the Executive Assistant to the Provost on major office projects
- Performs other duties as assigned
- Two to three years of previous experience as an administrative assistant performing similar duties for a senior level executive
- Experience and knowledge in planning and scheduling techniques
- Experience coordinating travel plans, events and stops during travel, as well as being well versed in various forms of transportation and basic geography
- Experience drafting correspondence for a variety of constituents for a senior level administrator using superior proofreading skills
- Excellent interpersonal communication skills, as well as strong oral and written communication skills
- Must be able to work with students, faculty, staff, administration, and external stakeholders to understand their needs and utilize independent judgment on how to build relationships
- Proficient in Microsoft Outlook, Teams, Word, Excel, Share Point, and PowerPoint
- Demonstrate excellent organizational skills, be detail-oriented, adaptable, flexible, and work with multiple interruptions
- Ability to set and achieve goals related to time lines, project management, and event oversight
- Ability to handle stress of multiple simultaneous demands
- Ability to maintain and be responsible for confidential information
Diversity is a core value of Nebraska Wesleyan University’s mission and we embrace it as a source of strength. Applicants are encouraged to demonstrate how they are able to enhance and embrace this University core value in a diversity statement submitted as part of their application materials.
Nebraska Wesleyan University provides equal educational and employment opportunities to qualified persons in all areas of university operation without regard to religion or creed, age, genetic information, gender identity and expression, sexual identity and orientation, veteran status, disability, marital status, race, or national or ethnic origin, in compliance with state and federal laws, including but not limited to Title XII, Title IX, and the ADA. E-Verify, EOE.
Applicants should submit a cover letter, a resume, a diversity statement as a writing sample, and the names of three professional references at the following URL: https://nebrwesleyan.applicantpro.com/jobs/. Review of applications will begin immediately and continue until the position is filled.