Assistant to the Vice President and Office Manager

Clark University

Assistant to the Vice President and Office Manager

Job Code 190311

Marketing and Communications

Full-time/ 40 hours/ 12 month

Clark University’s Marketing and Communications Department seeks to fill the position of Assistant to the Vice President and Office Manager. Reporting to the Vice President of Marketing and Communications (MarComm), the position will provide administrative and staff support in three main areas:

• Primarily to the Vice President (VP).

• Secondarily, the office-management needs of the MarComm office.

• Thirdly, and to lesser intensity and frequency, for specific administrative needs of the Assistant Vice President (AVP) and the Director of Marketing Engagement (Director).

Through this work, the Assistant provides critical scheduling and operational support to the VP and helps to ensure the smooth, efficient, and effective management of the MarComm office. The Assistant will take special pride in commanding the many details associated with this position with skill and poise, being a responsive and thoughtful colleague to the VP and others in MarComm, and engaging with everyone across campus and beyond with the utmost professionalism and courtesy.

University Marketing and Communications is a small, closely knit team of talented, passionate and collaborative Clark evangelists dedicated to advance the strength and reputation of the University.

Duties and Responsibilities

• Provide administrative and operational support for the VP, including maintaining the VP’s calendar; communicating with internal and external audiences on the VP’s behalf; conducting operations-related research as necessary; and assisting with related meeting arrangements, logistics, and travel.

• Assist the AVP and Director in organizing such outcome-driven engagements as photo shoots and interviews with various constituents on and off campus, including using Clark’s Event Management System to search for space as necessary.

• Maintain and ensure up-to-date reporting on MarComm budget lines using the University’s SmartBuy purchasing system, including creating purchase orders, processing invoices, submitting travel expense reports, and setting up new vendors.

• Coordinate MarComm needs for equipment and facilities support through effective and clear communication with various departments, most notably Information Technology Services and Facilities Management.

• Monitor office-supply levels and order supplies as needed and requested, using SmartBuy Plus.

• In supporting the VP’s role in authorizing office software and equipment purchases, provide administrative and operational support in completing such processes.

• Prepare and format Excel spreadsheets of graduates and Dean’s List recipients (spring and fall) for distribution by the vendor for hometown press releases.

• Maintain up-to-date directories of office staff and contact information.

• Greet visitors, answer inquiries by phone and email, and distribute mail.

• Additional duties as assigned.

Qualifications

• Bachelor’s degree, or equivalent professional experience plus high school diploma

• Minimum of five years of full-time professional experience working in an office environment

• Expertise with Microsoft Office (Word, Excel, PowerPoint, and Outlook)

• Ability to work independently as well as collaboratively with multiple departments

• Strong time-management and organizational skills

• Excellent oral and written communication skills and an ability to maintain a high level of confidentiality

• Exceptional attention to detail

• Ability to work on multiple projects simultaneously

• Prior experience working in and contributing to a diverse workplace and interacting effectively with a broad range of constituents.

This is a full-time, 40 hours per week, 12-month 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.

Review of applications will begin January 2, 2020 and continue until the position is filled. Salary will be commensurate with skills and experience.

Please email résumé and cover letter to Applicants must reference Job code 190311 in the subject line to be considered for this position.

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.