SUMMARY
Provides a broad range of administrative support to the Vice President of DDEI. In a professional capacity, serves as a proactive problem solver with exceptional communication skills, meticulous attention to details, and ability to exercise discretion and independent judgment. Researches, prioritizes and follows up on multiple issues and open items.

Manages the operational aspects of the office on a day-to-day basis, ensuring that the DDEI runs in an efficient, responsive, and accurate manner. Coordinates the activities and manages operations of DDEI, including handling expenses, tracking operational budget, preparing reports, and supporting assessment activities. Receives and responds to communication, provides information, and directs questions and requests. Develops standard operating procedures for the division. Manages special projects and other duties as needed.

The Administrative Manager must also be able to articulate, and engage with issues related to diversity, equity, inclusion, and belonging using knowledge from professional and/or lived experiences. .

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative support to Vice President (VP)

• Maintain calendars with all associated details, arrangements and confirmations; prioritize and manage visits and meeting requests for the VP.
• Review, prioritize, respond to, redirect and/or otherwise manage and resolve communications, correspondence, and requests with discretion, good judgment, efficiency, and completion; address the concerns and requests within and outside of the CIIS community.
• Participate in the development, preparation and delivery of reports, presentations, and official correspondence.
• Administer VP travel schedules, arrangements, and expenditure reimbursements.
• Prepare meeting agendas, take minutes for meetings as requested, and create an appropriate system for tracking and closing out follow-up items.
• Maintain executive files in accordance to regulations, policies and procedure.
• Establish and maintain contact with divisional staff, associated departments, membership organizations, and key administrators with whom the VP works closely.
• Maintain high level knowledge of the university organization and campus activities to support the VP and Division.
• Develop and prepare non-routine responses, reports and correspondence that can be sensitive and confidential in nature.

Administration and Operations of Division

• Manage divisional operating budget, including processing invoices; handling expenses, preparing expense reports; preparing monthly tracking and reconciliation reports; assisting in the annual preparation of divisional operating budget.
• Communicate and work closely with VP's direct reports regarding requests from VP; track and communicate open items and deadlines.
• Manage special projects as directed by VP, some of which have university-wide impact.
• Schedule routine and special office activities, including monthly team meetings, quarterly special team activities, seasonal activities, and annual team retreat.
• On-board, train and supervise temporary and student employees, as needed.
• Maintain the divisional calendar and create tracking system for vacation and absence schedules for Division.
• Develop office procedures and protocols; create and maintain operational manual for DDEI. Maintain appropriate and organized paper and electronic office filing systems in accordance with regulations, policies, and best practices.
• Participate in various committees, professional conferences, and organizations.

Projects and reports for both the VP and Division

• Research and collect data and background information for special projects, reports,
• and presentations, or review data and information gathered by others for accuracy and thoroughness.
• Assist in the preparation (writing, organizing, and delivering) of DDEI's annual report and annual goals of the division.
• Gather qualitative and quantitative data from VP's direct reports on a regular basis and prepare Divisional reports based on findings.
• Prepare PowerPoint and other presentations.

MINIMUM QUALIFICATIONS

• Bachelor's degree or equivalent education or experience related to the duties and responsibilities specified.
• A minimum of five years' experience in providing administrative support for professional staff, preferably at management level and preferably in higher education.
• Strong written communication skills to prepare, proof-read and edit clear, concise, and grammatically correct business correspondence, notes, messages, and meeting minutes.
• Strong time management and organizational skills. This includes the ability to work on several tasks during the same time period; to prioritize responsibilities and tasks; to respond to shifting responsibilities and a dynamic work environment; to anticipate and to complete assigned duties in a timely manner.
• Ability to maintain a high level of confidentiality and discretion.
• Strong analytical and problem-solving skills, including the ability to formulate and communicate logical conclusions and recommendations.
• Strong computer skills to use word processing, spreadsheets, presentations, internet searches, including Microsoft Office Suite applications.
• Basic accounting skills to complete basic financial forms, track expenses and reconcile expense reports.
• Ability to understand and apply relevant regulations, bylaws, policies, and procedures.
• Passion for justice, equity, diversity, and inclusion work

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

WAGES AND BENEFITS

Salary range: $80,000 - $90,000

CIIS offers a comprehensive benefits package.

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI ). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.