Assistant To The Vice President For Innovation & Information Services

The Assistant to the Vice President for Innovation and Information Services delivers high-level administrative and customer support to the Vice President, the VP Office, and the LITS division. This role requires exceptional organization, collaboration, accuracy, and attention to detail.

Responsibilities

Provide support for the Office of the Vice President- 65%

• Provide high level administrative support to the Vice President and the LITS division.
• Maintain the Vice President’s schedule, including maintenance of multiple calendars for the Vice President, scheduling meetings, and arranging meeting logistics for participants.
• Provide assistance to the LITS strategic leadership team, including scheduling, meetings, note-taking, and agendas.
• Provide reception service and serve as a point of contact for the Office of the Vice President, including greeting guests and managing communications for the Office of the VP via phone, mail, email, web, and in-person channels.
• Prepare, proof, and send correspondence, spreadsheets, presentations, or other documents for the Office of the VP that may include complex and/or confidential information.
• Arrange and schedule the Vice President’s travel. This includes proactively maintaining an annual travel schedule, securing appointments, air travel, conference registration, accommodations, preparing itineraries, and briefing materials.

Provide office support for the LITS division- 35%

• Provide support and assistance for the division for key internal business processes (e.g. purchasing, calendaring, connecting to other internal campus services).
• Assist with the LITS budget, including monitoring, transactions, procurement, payments, and vendor contracts within Workday and/or other systems as needed.
• Assist with supporting facilities needs for the LITS, including maintaining reservable room calendars and working with Facilities Management to coordinate service requests as needed.
• Maintain up-to-date online communications tools for LITS, including content for the LITS website, divisional email lists, and shared digital workspaces as needed.
• Manage inventory for office and equipment supplies for LITS, including tracking supply levels, ordering, restocking supplies as directed throughout the library and/or other LITS support locations, and tracking related expenses.
• Maintain amenities (coffee, etc.) for the LITS staff lounge and other spaces as directed.
• Maintain, organize, file, secure, and purge LITS digital and physical records.
• Assist in coordinating LITS events and meetings as directed. This includes but is not limited to, scheduling, coordinating catering and correspondence with attendees.
• Support the recruitment and LITS employment lifecycle by coordinating interview schedules, managing candidate correspondence and travel, maintaining personnel records, and onboarding and offboarding procedures.
• Coordinate shipping, receiving, and mail distribution for LITS as directed.
• Perform other duties as assigned

Executive Assistant Skills, Detail Oriented, Executive Assistant Skills, Administrative Skills, Customer Support/Service, Service Delivery, Plan Meetings, Calendar Management, Logistics, Leadership, * Associates degree plus five or more years of experience in an administrative support position.

• Experience (typically 3-5+ years) providing administrative support to C-suite executives, senior management, or multiple department heads preferred.
• Equivalent combination of education and experience will be considered.

Knowledge, Skills, & Abilities

• Exceptional written and oral communication skills
• Strong organizational skills with the ability to handle multiple responsibilities and prioritize.
• Demonstrated ability to pay close attention to detail, ensure accuracy, and meet deadlines.
• Ability to work independently and as a member of a team.
• Ability to take initiative, anticipate needs, and navigate change in a fast-paced environment.
• Ability to exercise judgement, resourcefulness, diplomacy, discretion, and maintain confidentiality.