St. John’s established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. 

A dedication to diversity, equity and inclusion is at the heart of our mission.  As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community.  We will become an even stronger university as we enhance equity at every level of our institution.  As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.  

JOB TITLE:  Executive Assistant to the Executive Vice President for Mission and the Executive Director of Mission and the Vincentian Institute for Social Action (VISA) 

DEPARTMENT:  University Mission 

CAMPUS:  Queens 

Job Description:

This position provides senior-level administrative support to the Executive Vice President (EVP) for Mission and the Executive Director (ED) of Mission and the Vincentian Institute for Social Action (VISA). The Executive Assistant (EA) serves as an integral part of the Office of the Mission, providing independent and direct support in all areas of responsibility that fall within the oversight of the EVP including Mission, the Vincentian Center for Church and Society (VCCS), the Vincentian Institute for Social Action (VISA), and University Ministry. The EA will provide similar support in all areas of responsibility for the ED for Mission and VISA. The EA works closely with several University areas to ensure best practices are utilized in planning and executing programs and events. The EA also provides assistance to the University’s Senior Administration, including the Offices of the President and Senior Administrators, Deans, Faculty, and other individuals and departments as necessary.

Responsibilities:

Provide high-level administrative support to the EVP and ED. Responsibilities include but are not limited to:

• Arrange and coordinate meetings for the EVP and ED.
• Monitor and maintain their calendars, mail, email and telephone communications.
• Oversee the maintenance of records and files, both physical and electronic, for the EVP and ED.
• Arrange and coordinate all aspects of travel for the EVP and ED.

Oversee the coordination and preparation of various materials and projects of the Office of the Mission for senior-level meetings which may include:

• Board of Trustees
• Board of Governors
• President’s Advisory Council
• Academic and Administrative Assembly

Provide budget support and oversight for the office including:

• Process check requisitions, payments and purchase orders for the office, Monitor departmental budgets; flagging irregularities and concerns as they develop.
• Assist with the annual preparation of new budgets.
• Report monthly budget status variances and annual budget development for operational and capital projects.
• Transfer funds between accounts, as needed.
• Assist with the organization of events and programs for the EVP and ED.

Other Duties:

• Manage special projects as directed by the EVP or ED including planning, research, implementation, review and follow-up.
• Collaborate with the various functional areas on campus to address issues of mutual concern across the disciplines.
• Research and analyze leading practices at external institutions to assist in benchmarking.
• Provide data, reports, analyses and confidential advice to the EVP and ED.
• Review and edit materials prepared by the EVP and ED.
• Act as a liaison to campus and community constituents on issues that may be sensitive in nature.
• Accompany EVP or ED to various campus committee meetings with the task of taking minutes.
• Maintain files and detailed records

Qualifications:

• Must demonstrate professional congruence with and understanding of University Mission
• Bachelor’s degree required; Master’s degree preferred
• Must have a minimum of five to seven years-experience in an administrative position with increasing responsibilities
• Preference given to a candidate who completed the Vincentian Mission Certificate program
• Superior oral and written communication skills, collaborative ability, creative and analytical thinking skills are essential
• High-level knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Internet applications are required.
• Social networking literacy is required.
• Demonstrated ability to problem solve creatively and efficiently.
• Must demonstrate strong interpersonal skills in relations with students, faculty and other departments/units of the University.
• Knowledge of Banner is preferred.
• Must be able to work independently and take initiative.
• Must be able to multi-task and work efficiently under pressure.
• Must be enthusiastic and flexible.
• Evening and/or weekend hours may be required.

This position is full-time and the expected hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. This position sometimes requires evening hours and weekend work.

Additionally, this position operates in a professional office environment and the incumbent is required to use standard office equipment such as personal computers, printers, etc. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events. 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law. 

Required Skills Required Experience

Requires excellent knowledge of functional area(s) related to the job or good knowledge related to job specific processes to successfully execute and complete the more progressive/complex duties of the job.  Ability to follow company policy and understand any rules or regulations governing the work being completed and impact work has on department or company.  Must have advanced knowledge of technology to include computers and software programs such as MS office or MAC word processing, spreadsheets or other programs specific to the job in order to complete duties successfully.  Requires good knowledge of multiple functions or areas of the business in which there is frequent contact with while completing daily work assignments of the job.  Must have excellent oral and written communication skills sufficient to explain departmental policy, methods and/or procedures when completing assignments.  Must have strong organizational skills with ability to manage deadlines, ability to coordinate phases of work with others, prioritize workload and make adjustments to meet business needs.

RRD IS AN EEO/AA INCLUDING VETS AND DISABLED EMPLOYER