Location: Worcester, MA Category: Staff and Administrators Posted On: Tue Jul 20 2021 Job Description:
Reporting to the Director of Presidential Support, the President's Office Assistant provides administrative and staff support and act as the first point of contact for visitors to the Office of the President. This position requires a high level of maturity, diplomacy, discretion, and professionalism. The President's Office Assistant must be highly organized, able to multi-task, meet deadlines, have excellent communication skills, and possess the ability to maintain a high level of confidentiality.
Primary responsibilities for this position are to greet visitors; manage the President's calendar; assist in the planning and execution of executive-level events; organize details of Commencement and serve as liaison to distinguished guests; assist with coordinating budgets, processing payments through electronic purchasing and ordering supplies; oversee work of student assistants; prepare letters, spreadsheets, and mailings; and perform regular office duties of filing, phones, processing mail/email.
Manage calendars for the President for university meetings, alumni events, city-wide meetings, and conferences, tracking schedules, creating itineraries, and providing advance information for meetings; assist with travel arrangements as needed
Assist in coordinating all details for University's presidential events
Schedule, plan, advertise, send invitations, coordinate meals, and occasionally staff events as required; these events include President's lunches/dinners, State of University address, Fall Kick-Off, Emeriti luncheon, Clark faculty and staff holiday party, community holiday party, Spree Day barbecue, President's lectures, and Commencement dinner and brunch
Assist in orchestrating significant portions of the annual Commencement activities, which includes acting as the main University point of contact for all honorary degree recipients (e.g., making travel arrangements, processing all reimbursements, working with University staff members to ensure all aspects of the weekend go smoothly) and for platform-party participants.
Assist with smooth operations of President's Office
Welcome visitors to the President's Office and Executive Offices
Prepare, track, and file correspondence and memoranda
Answer multiple phone lines, taking messages and directing calls
Prepare mailings, spreadsheets, and documents using Microsoft Word and Excel, occasionally coordinating with other on-campus departments, especially University Advancement
Open and prioritize incoming mail and email, forwarding to Director of Presidential Support for review
Assist in supervising and assigning duties to student assistants
Perform miscellaneous job-related duties as assigned
Assist with coordinating department budgets and process all purchases and invoices electronically
Handle all online purchasing and processing of purchase orders/invoices through SmartBuy Plus system
Help to oversee three different sets of budgets (General Operating Budget, University Dues and Memberships, and President's Discretionary Funds), including account reconciliation and payment processing for these budgets
Work with other departments on account reconciliation and payment processing on two additional budgets (Harrington House and Commencement)
Order office supplies
Bachelor's Degree preferred
Two to three years of experience working in an office environment. Executive level office experience preferred.
Appropriately represent the Office of the President, including a strict adherence to a professional appearance, demeanor, and manner of interacting with others.
Possess excellent written, presentation, oral, and interpersonal communication skills and accurately communicate content, intent, and information while maintaining a high level of confidentiality.
Have the ability to stay calm and be decisive, especially when under pressure.
Excel at multi-tasking and handling multiple priorities simultaneously, while ensuring a high degree of accuracy.
Be highly organized and take initiative.
Provide superior guest-relations service.
Successfully work independently and also work collaboratively as part of a team.
Expertise in the Microsoft Suite (Word, Excel, and Outlook)
Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus
This is a Full-time position with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.