Executive Assistant, Computing & Information Technology

Wayne State University is searching for an experienced Executive Assistant, Computing & Information Technology at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Job Purpose

Provide executive-level assistance to the Chief Information Officer & Associate Vice President, Computing & Information Technology (C&IT). Support the productivity and effectiveness of the executive and their team by performing administrative tasks.  Support the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring judgement, discretion and accuracy.  Conserve the time of the executive by performing or delegating on behalf of the executive non-essential tasks.  Proactively anticipate needs and drive improvements to build capacity for the team. Ensure that the day-to-day related operations are run both smoothly and efficiently.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.) 

Manage the day-to-day office functions including coordinating personnel actions and developing policies, procedures and business processes to improve overall operational performance. Assist in the training, development and orientation programs.

Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Prepare itineraries, agenda packets and travel arrangements. Serve as delegate or proxy for executive when appropriate.

Coordinate and organize meetings and other events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met.  Order supplies as needed for events, meetings, and day-to-day work.

Prepare memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information.  Manage physical and electronic reference systems to provide historical accuracy and to promote collaboration with the executive and their team.  

Track and help drive completion of key deliverables and follow up on outstanding items. Special project work as specified. Provide detailed reports and handle highly sensitive and confidential information.

Track, coordinate and manage electronic device distribution including inventory and recovery.  

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks, participating in professional organizations.

Perform other related duties as assigned.

WORK CONTEXT

Job Reports to:  Vice President/AVP/Dean

Leadership Accountability:Implements operating plans

Financial Accountability:Monitors expenditures

Customer Accountability:Interfaces with officials and executives

Freedom to Act:Subject to general input from supervisor

MINIMUM QUALIFICATIONS

Education   

Bachelor's degree

Experience   

Specialist (minimum 5 years of job-related experience)

Minimum 5 years related experience, including demonstrated ability to provide administrative support at the   executive level and experience in program coordination or office management roles. Prior experience in a higher education and/or central IT services preferred.

Knowledge, Skills and Abilities

Strong interpersonal skills and proven ability to build collaborative relationships. Effective written and verbal communication skills. Ability to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude. Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines.  Ability to think proactively and prioritize work.  Ability to exercise judgement with incomplete information. High-level computer skill proficiency and demonstrated ability to advance technical skills.  Extensive proficiency with Microsoft Office Suite, Word and Excel.  Ability to create presentations with Power Point or equivalent software.  Strong presentation skills are preferred. Comfort with and ability to adapt in a changing technical environment.

H25 - Computing & Info Technology

H2501 - Office of Assoc VP & CIO & C&IT

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

• Compensation type: Annual Salary
• Salary minimum: N/A
• Salary hire maximum: $68,680

Flexibility to work evenings and weekends as needed. Normal office environment.

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.