Easter Seals Jobs

POSITION OBJECTIVE Working with a high degree of independence, the Department Assistant 4 performs a wide variety of administrative functions. This individual will handle and process highly confidential, time sensitive and complex information. The department assistant 4 provides assistance to the assistant vice president to increase their time and availability for high-level responsibilities. The department assistant 4 will participate in short- and long-term strategic planning, budget, and project implementation. The department assistant 4 may handle a wide variety of matters, situations and conflicts involving all levels of administration and rely on experience, independent judgment and decision making to plan and accomplish goals. ESSENTIAL FUNCTIONS  1. Manage all aspects of a professional and efficient office. Provide exceptional customer service to office visitors and on the telephone. Manage the assistant vice president¿s calendar. Maintain correspondence and compose Institute¿s communications. Serve as travel coordinator for department travel. Provide executive assistance to relieve the assistant vice president of the majority of administrative functions, empowered to follow and interpret office policies and procedures and use latitude and creativity to develop and make improvements when necessary. Provide direct and indirect administrative support to the team. Investigate and resolve matters of significance on behalf of management. (25%) 2. Participate in short- and long-term strategic planning and program implementation. Assist in the financial planning and budget development linked to the strategic plan, including effort tracking and pre-award and post award support. Reconcile travel, credit card, all department operating and grant expense statements each month. Make all department purchases. Maintain a strong understanding of university financial policy, purchasing policies, budgetary guidelines, and deadlines. Prepare monthly reports, quarterly forecasts, and yearly budget for review by the assistant vice president. Maintain a balanced budget. (20%) 3. Prepare and/or contribute to the preparation of routine and non-routine original correspondence, reports, briefings, presentations, letters, memoranda, proposals, agendas, minutes, and public relations information. Responsible for confidential, strategic, and time-sensitive material. Attend meeting and write minutes of strategic committees, including collaborations for strategic initiatives. Make recommendations to management on policies and procedures. (20%) 4. Interact diplomatically with many external organizations, including funding agencies, and high-level university administration, community partners. Relay information on sensitive matters to constituents, external or within the university. (15%) 5. Proactively anticipate the needs of the assistant vice president and take appropriate actions including collecting and organizing all materials and information needed in preparation for meetings and briefing the assistant vice president. Keep current on legislation, events, etc. relative to the department. Assist and/or take lead on special projects or programs, including (details). (10%) 6. Serve as Human Resources liaison and provide training/support to junior level staff, including students and trainees. As the department liaison, this role encompasses support for the HR functions for the assistant vice president¿s direct reports, including student workers. (6%) NONESSENTIAL FUNCTIONS Perform other duties as assigned. (4%) CONTACTS  Department: Daily contact with the assistant vice president and other professionals in the office to manage calendars, schedule meetings, events, and travel. University: Frequent contact with the school business officers and senior administrators in other central offices. Frequent contact with faculty and community partners to provide customer service. External: Frequent