Detailed Job Description
Under the direct supervision of the Vice President for Student Affairs, Diversity & Inclusion, the Executive Assistant (EA) manages the delivery of executive, organizational, and high level administrative support for the Senior Vice President for Student Enrollment and Engagement (SVP), and the Vice President for Student Affairs, Diversity and Inclusion and Chief Equity Officer (VP) in all aspects of their work to advance divisional goals. The EA supports the SVP and VP in a broad range of administrative and project-based work, delivers customer service, and facilitates concerns across student, parent, faculty, staff, and external constituencies, while maintaining high standards of professionalism, inclusion, respect, and confidentiality.
Essential Duties and Responsibilities:
- Ensure high quality organizational, administrative and clerical support services to the SVP and VP.
- Develop and maintain effective systems and procedures to manage the administrative needs.
- Create and maintain documentation and resources for executive level administrative support.
- Work collaboratively with the Assistant Dean, Student Affairs Administration and Assessment to ensure effective communication within the OVPSA, and seamless customer service to OVPSA staff and constituents.
- Assist in training divisional student employees in customer service frontline expectations and service.
- Maintain a logically organized, comprehensive electronic filing system for the OVPSA.
- Train and supervise an Administrative Associate to provide administrative support, calendar management, and other delegated projects and tasks for the SVP/VP.
- Calendar management:
- Provide planning and oversight to ensure that the SVP’s and VP's time is effectively allocated and that information is provided and appropriately recorded to advance the priorities of the division.
- Manage appointment calendars, set up meetings and schedule events for the SVP and VP to support the function the administrative coordinator, and as a back up in the administrative coordinator’s absence.
- Committees and events:
- Arrange dates & times, venues, setup and refreshments for meetings and events; prepare written and oral communication (agendas, attachments and minutes), and keep records as requested by the SVP and VP.
- Represent the SVP and VP, the Division of Student Affairs and the institution in a professional and enthusiastic manner with a customer service focus.
- Serve as the initial contact for referrals to the SVP and VP with staff, faculty, administration, and students in person, by phone, and via digital mediums. Advise on concerns/issues/appeals; research and follow-up on issues. Facilitate inquiries and make referrals to appropriate sources.
- Maintain a comprehensive knowledge of college policies and procedures, including community standards, student policies, on call crisis systems, FERPA, Title IX, sexual assault, and equity policy and procedure.
- Manage projects assigned by the SVP and VP effectively from start to completion; track and maintain records of assigned projects, ensuring that college policies and procedures are followed and documented. Coordinate research assigned by the SVP and VP, and act as a liaison within and outside of the division. Support the SVP and VP with updating publications and documents as requested. Proofread and conduct research as requested.
- Serve on college committees and assist with Student Affairs and college-sponsored events as requested, or appropriate.
- Ensure purchasing/requisitioning and timely expense reconciliation for the SVP and VP within OVPSA budget allowances. Included in this process is allocating for future spending, and maintaining internal tracking systems and documents.
- Arrange for technology training and effective use of computers, software, and technology for the SVP and VP’s needs.
- Execute other duties as assigned by the SVP and VP.
- Excellent office and administrative skills, including typing, reception, phone, and file organization.
- Strong computer skills and experience in word processing, desktop publishing, spreadsheet design, Google calendar and documents, web conferencing systems, Microsoft Office Suite, Filemaker Pro, email and calendar applications in an OS X environment. Ability to use technology creatively to handle a heavy workload.
- Proficiency with budgetary record keeping and tracking skills.
- Strong organizational skills: ability to balance large workload in a busy office environment, set and manage multiple, rapidly changing priorities in a timely fashion.
- Project Management: Ability to develop, schedule, coordinate, and utilize statistical tracking and information gathering systems and reports for projects assigned by the SVP and VP.
- Excellent communication skills: Strong listening and assessment skills; empathy. Ability to communicate with high level administrators, faculty, staff, and students in a professional, and cordial manner.
- Demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.
- Excellent writing skills: ability to initiate and respond to correspondence; generate comprehensive and accurate meeting minutes, and project warmth and an engaging professional persona in email communications.
- Confidentiality: Familiarity with FERPA and Title IX requirements as they relate to confidentiality with student records, and confidential reporting requirements a plus. Ability to handle highly sensitive and confidential material and to use discretion in communications with students, faculty, staff and administrators.
- Self-motivational skills: Ability to work effectively in a team oriented environment, and creatively under minimal supervision.
- Empathy: Consistent ability to project a personal interest in students and their concerns while assisting them to explore problem-solving options; awareness of student development theories and their application in an advising setting a plus.
- Supervisory skills: Ability to hire, effectively train and supervise a staff member.
- Bachelor’s Degree, or equivalent professional experience required.
- 5-7 years of executive support experience required.
Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.