This position provides high-level administrative support to the Vice President of Corporate Engagement and the other members of the Office of Corporate Engagement, including the Executive Director of Technology Transfer, AVP, Corporate Engagement and Industry Engagement Directors. This person is responsible for performing advanced, diversified, complex and confidential administrative and professional duties, while ensuring that the day-to-day operations of the Office of Corporate Engagement run efficiently and effectively. The Assistant will oversee and communicate information, policies and procedures on behalf of the Vice President. Also this position serves as a team member for special projects, coordinates projects and works closely with the other areas with administrative team and collaborates with other departments of the University.
Duties and Responsibilities:
1.Serve as the first point of contact for the Office of Corporate Engagement, representing the Office to all internal university personnel, external callers and visitors, faculty and all other contacts. Promote a positive image of the University by greeting and receiving visitors to the Office of Corporate Engagement, responding to inquiries from diverse constituencies. 2.Manage all appointments and meetings for the Vice President
Responsible for the Vice President's calendar, which includes creating and accepting meeting requests, delegating or declining meetings as needed and the ability to combine meeting requests with the same subject matter; ability to prioritize appointments and functions based on importance; ability to create a balanced daily calendar that accommodates appointments but allows time for the Vice President to attend to other matters of significance, attend events, and complete work.
Screen visitors, phone calls, mail, and completing project work.
Work closely and effectively with the Vice President and OCE staff members to keep them well informed of upcoming commitments and responsibilities. This includes constant updates and shifting priorities to make them aware of all upcoming meetings in the future. 3.Serve as resident administrator and expert to maintain and query office relevant databases, including the use of CRM tools, and run reports as requested. Assist users as needed. 4.Coordinate materials/presentations for the Vice President prior to meetings, events, etc. including agendas and PowerPoint slides. Independently compose and finalize correspondence, meeting minutes, reports, presentations and other-format documents, using experience and judgment to determine what should be included in each document. 5.Coordinate the logistics of meetings and events hosted by the Office of Corporate Engagement, including the scheduling of appropriate spaces, coordinating refreshments, meals, business needs of the attendees (Wireless access, technology needs, communication with home offices, etc.) and assisting in the travel arrangements of attendees. 6.Update information on the OCE website and assist with social media posts. 7.Oversee administrative details of the office which includes:
Manage office budget, process expenses, assist with budget projections
Establish, manage and oversee on an ongoing basis all office records, files and incoming and outgoing correspondence.
Keep the Vice President informed and updated on all office concerns and priorities as needed. 8.Perform other duties and responsibilities as required, assigned, or requested.
Required Knowledge, Skills, and Abilities:
High school diploma
Three to five years of providing executive level administrative support.
Must appreciate and embrace University Mission of excellence, faith, leadership and service.
Proficiency in using MS Office programs, including Word, Excel, PowerPoint, Outlook and SharePoint.
Confidentiality and professionalism is key when representing the university with internal and external constituents.
Possess a positive attitude and ability to collaborate with teammates.
Possess excellent communication skills with strong customer service skills
Under limited supervision must be able to manage multiple projects simultaneously, be able to work under deadlines and effectively establish priorities.
Must work effectively in a team-oriented setting.
Ability to conduct rudimentary research.
Preferred Knowledge, Skills, and Abilities:
Previous experience in higher education preferred
Previous experience working for a Vice President with similar responsibilities
Internal Number: 11477
About Marquette University
Marquette University is a Catholic, Jesuit university located near the heart of downtown Milwaukee, WI, that offers a comprehensive range of majors in 11 nationally and internationally recognized colleges and schools. A Marquette education offers students a virtually unlimited number of paths and destinations and prepares them for the world by asking them to think critically about it.