Executive Assistant for Academic and Student Affairs, and for Diversity, Equity, and Inclusion

About the position

The Executive Assistant for Academic and Student Affairs, and for Diversity, Equity, and Inclusion at Pennsylvania's State System of Higher Education provides comprehensive support to the Vice Chancellors in both divisions. This remote position requires exceptional organizational and communication skills, as well as the ability to manage sensitive information and multiple tasks efficiently. The role involves collaboration with various stakeholders and requires a self-directed individual with a strong work ethic.

Responsibilities
• Provide support for internal and external projects impacting the system from DEI and ASA.
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• Monitor, log, and track complaints submitted to the OOC through the Student Complaint process.
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• Compile agendas and gather supporting materials for ASA and DEI meetings.
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• Help with the creation of reports, PowerPoints, and other documents for ELG, Board of Governors meetings, etc.
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• Create and maintain SharePoint sites for Commissions, Boards, Groups as required.
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• Maintain filing system for the vice chancellors and maintain electronic archives in accordance with Office of the Chancellor Policy Number 2010-603, Policy on Records Retention and Disposition.
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• Manage calendars of meetings for both Vice Chancellors.
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• Create and track LOUs with universities for grants in the Office of the Chancellor, including FPDC grants, outsourcing of services, etc.
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• Monitor matrix of annual processes and advise Vice Chancellors of preparation needed for impending decisions and processes.
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• Develop OOC and CUO budgets for cost centers under Vice Chancellors and advise on/resolve issues, working collaboratively with Vice Chancellors, procurement, and accounting.
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• Handle travel plans and complete Vice Chancellors' travel expense vouchers, travel cards, reimbursement forms etc. and transmit them to Accounting for processing.
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• Attend meetings on behalf of Vice Chancellors, as assigned, and report back.
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• Assist with logistics and conduct of personnel searches in both divisions.
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• Manage procurement and payment processes for both divisions, including but not limited to maintaining Pcard, reviewing quotes and contracts, corresponding with vendors, entering quotes into SAP generating purchase requisition, setting up kickoff meetings for new vendor contracts, and working with vendors to receive and pay invoices.
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• Monitor, log, and track academic program changes entered through the CAO portal and report to the universities when actions have been completed in the API.
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• Serve as a liaison for ASA and DEI with other Office of the Chancellor functions to resolve issues, schedule meetings, etc.
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• Inventory and order supplies for the two divisions.
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• Respond to questions and requests from the universities and others.
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• Provide direct support in the PASSHE office site in Harrisburg to manage mail and other needs of the VC's.

Requirements
• Bachelor's degree.
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• Minimum of five years of experience as a staff assistant or administrative officer showing progressive responsibility to executive leadership in an academic setting.
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• Exceptional skills in written and verbal communication.
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• Strong behavioral competencies related to results orientation, customer service, continuous improvement, teamwork and collaboration, and valuing diversity.
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• Expertise in grammar, punctuation, spelling, and formatting; attention to detail and accuracy; superb organizational skills; ability to prioritize multiple tasks and deliver assignments completed professionally and on time.
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• Proficiency with Microsoft Office Suite, SAP, and the ability to learn new platforms as needed.

Nice-to-haves
• A demonstrable commitment to promoting and enhancing diversity.

Benefits
• Telecommuting allowed.

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