Executive Coordinator To The President

SummaryThe Executive Coordinator to the President relieves the President of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative and office management functions that require recurring contact with senior administrators as well as public and private officials; a thorough knowledge of University policies, procedures, and operations; and an understanding of the Universitys role within the community.The Executive Coordinator to the President has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, students, and parents. The Executive Coordinator to the President exercises initiative and independent judgment in managing the Presidents schedule and the offices activities, events, budgets, and projects.The Executive Coordinator to the President represents the Presidents Office in coordinating events, processes, and projects with major units of the University. The Executive Coordinator to the President uses discretion in the dissemination of information to faculty, students, staff, and the various public constituencies served by the University and coordinates activities with several major subordinate administrative units of the University.DutiesFacilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups. Promotes a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse University constituencies (e.g., students, parents, faculty, staff, legislators, alumni, donors, the media, and public and private officials), providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirers satisfaction with the response. Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various constituencies served by the University and in handling administrative records, file, and similar confidential items. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office or department for outgoing communications. Assists the Chief of Staff by reviewing and monitoring University personnel forms and reviewing correspondence and documents prepared by other offices for the Presidents signature. Assists the President and the Chief of Staff in developing and distributing agendas for senior leadership meetings. Serves as event coordinator and facilitates the success of events hosted by the President's office by scheduling events with the Director of Events, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events. Performs office management responsibilities by assuring the proper accountability of university property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition. Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgement to make decisions, and assuring effective communication with stakeholders. Facilitates efficient and cost-effective official travel for the President, Chief of Staff, and official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers. Provides information for reports and records through research, data retrieval, and organizing and presenting the information in useable and understandable formats, using presentation tools and coordinating with others. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. Assists with development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers, and verifying and approving travel. Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President. Works with the President and Chief of Staff in recruiting, interviewing, hiring, and developing leadership training programming for the Presidents Ambassadors. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned. Serves as the primary Board Professional for the Board of Trustees, managing onboarding for new members (AGB and OnBoard memberships), coordinating preparation of Trustee reports and related materials, recording and publishing Board meeting minutes, maintaining an accurate record-keeping system for Board resolutions, planning arranging travel and accommodations for board meetings and any board-related special events, and managing communication to Trustees from the President Coordinates preparation and distributes bi-annual University report to the Missouri Baptist Convention Assists with the preparation of the Honorary Doctorate nominations, meeting and award process Assists with Presidents script preparation for major events Coordinates University greetings such as floral arrangements as specified in University policy or at the request of the PresidentSupervisory ResponsibilityStudent Workers Presidents Office AmbassadorsPosition RequirementsA whole-hearted embrace of the Universitys statement of faith (Baptist Faith and Message, 2000) and its Principles and Expectations as well as a commitment to an exemplary Christian lifestyle. A bachelor's degree and minimum of one year of related administrative experience are required. Multiple years of increasingly responsible secretarial or administrative support experience as well as experience in maintaining, monitoring, and reconciling financial records and accounts is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements. Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required. Attention to detail is required. Adeptness with multitasking is required. Computer literacy is required including proficiency with word processing, spreadsheets, and presentation software. Excellent organizational skills are required. Must be able to work independently, use initiative, and make substantive decisions quickly.Work EnvironmentGeneral office environmentPhysical AbilitiesOccasionally move about the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as telephone, calculator, copy machine, paper shredder, and computer printer Must be able to remain in a stationary position up to 50% of the time Must be able to exert 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects