Website Le Moyne College

About Le Moyne College:

Le Moyne College, located in Syracuse, N.Y., is an independent college established by the Jesuits in 1946 to provide students with a values-based, comprehensive academic program designed to foster intellectual excellence and preparation for a life of leadership and service. Today, Le Moyne has evolved into a nationally acclaimed college of liberal arts and sciences that draws students from across the U.S. and abroad.

Our Mission:

Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.

Le Moyne College aims to advance the values of diversity and inclusiveness at the college. To do this, Le Moyne seeks scholars and professionals who bring innovation, creativity, and impact to the campus, and who bring greater depth, breadth, and diversity to our campus community. Le Moyne College is an equal opportunity employer and encourages women, persons of color, and Jesuits to apply for employment.

Job Description:

The Executive Assistant is responsible for providing high level executive and administrative support to the President’s Office, as appropriate and necessary to ensure that the services and functions of the office are carried out in an efficient and professional manner. The Executive Assistant has specific focus on providing front-line customer service for the President’s Office through answering the office phone and greeting guests; providing support to the President and Chief of Staff in terms of overseeing calendar management to schedule and arrange appointments and meetings; and coordinate various special events and ad-hoc projects under the auspices of the College and/or the President’s Office. The Executive Assistant will perform diverse, highly responsible and complex functions that require independent recurring contact with senior administrators and executives including Vice Presidents, Deans, Directors and Department Heads, the Board of Trustees, Alumni, students and outside vendors.

Job duties specific to this position:

  • Manage the President and Chief of Staff’s calendars: use independent judgment and consult with the President as needed to prioritize meeting requests, make appropriate referrals to other College offices, and resolve scheduling conflicts.
  • Organize a yearly schedule of meetings as outlined by the President and work with external boards to plan meetings. Work closely with the offices of Vice Presidents and senior administrators to coordinate meetings.
  • Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc. This includes creating or updating reports, presentations, or other materials as needed. This includes the President’s external boards.
  • Compile, screen, organize, and prioritize the President’s mail for daily review.  Identify documents requiring immediate attention and/or action by the President.  Forward documents to appropriate staff or other departments as needed.
    Collaborate with Advancement to develop the President’s travel schedule. Arrange travel arrangements for the President (prepare itinerary, confirming lodging and transportation, process travel reconciliation) and provide relevant background information in advance.
  • Organize and support the President’s Council. Responsibilities include scheduling meetings, setting agendas, composing and distributing minutes, and overseeing the maintenance of complete and accurate records. This includes overseeing the annual Unit Review process that is required for accreditation purposes.
  • Provide support in preparation of all Board of Trustees meetings, communications, and other related activities, including coordinating meeting and travel logistics, preparation and distribution of meeting materials, distribution of notifications to trustee members, and maintenance of the BOT online website. This includes direct work with Board members, including the Board Leadership Team and requires excellent communication and organization skills.
  • Track metrics for the President including vehicle mileage, vacation, announcements/articles/quotes, service on boards, awards, etc.
  • Manage the President’s expense reports in a timely manner in conjunction with Finance.
    Maintain the President’s biography, webpage, and Wikipedia page.
  • Manage the production and distribution of the President’s annual Christmas card. This includes collaboration with Communications and Advancement to prepare distribution lists and design the card.
  • Support other Vice Presidents as needed, in collaboration with other Executive Assistants.
    Serves as a liaison with other administrators by relaying information and decisions.

President’s Office Responsibilities:

  • Manage the day-to-day administrative affairs of the President’s Suite.
  • Provide excellent front-line customer service for the President’s Suite.  Greet guests and respond appropriately to internal and external calls and questions posed by guests to provide information and/or make appropriate referrals to other College offices and administrators.
  • Review and process all incoming mail/correspondence and manage the office email account prioritizing and determining its disposition. Direct mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Draft responses as necessary.
  • Organize, maintain, and update a “tickler” file to assure appropriate actions are being taken or follow-up is being done within the areas of major functions.
  • Type and proof standardized and routine correspondences and materials related to position responsibilities.
  • Manage and maintain a system for tracking budget allocations, encumbrances, and expenditures for President’s Office accounts related to position responsibilities.  Alert the President to any anomalies and/or cost-saving ideas. Process appropriate forms of payment for invoices and expenses (e.g., office subscriptions, College memberships).
  • Plan and provide major oversight for College events such as Fall Convocation, Mass of the Holy Spirit, College Christmas Party, all
  • Commencement events and other dinners and events. Duties include managing the internal vendors to ensure all deadlines are met, coordinating with external vendors, booking speakers and spaces, responding to questions and concerns before/during/after the event, and oversight of many logistical details.
  • Manage the College’s sponsorship of various community events and support for non-profit organizations.  Determine sponsorship priorities; manage budget; process necessary check requests; coordinate advertisement requirements with the Office of Communications; extend invitations on behalf of the President to appropriate College representatives to attend the events; submit guest lists to event coordinators and distribute tickets.
    Manage the College’s memberships to various organizations. Determine membership priorities; manage overall budget, process annual dues; maintain records.
  • Organize, maintain, and update all office files, as needed, for efficient reference and operation of the office. Ensure the security of all confidential files.
  • Responsible for the hospitality function for the President’s in terms of sending notes, greeting cards, and flowers on appropriate occasions (e.g., to offer condolences, in response to illnesses, to offer congratulations). 
  • Manage student employees; coordinate student employees’ work schedules; maintain student employee personnel files; authorize student employee time cards; maintain and update office guidelines for student employees. Conduct Dolphins Grow sessions with student workers.
    Manage and oversee the booking of the Board room.
  • Maintain subscriptions for the Office of the President.
  • Maintain and update information on College officials and titles for submission to the Higher Education Directory, Official Catholic Directory, AJCU, etc.
  • Represent the President’s office at meetings; determine action items and relay information as needed.
  • Attend meetings as needed to record, compose, and distribute minutes. 

Job expectations for all Le Moyne College employees:

  • Demonstrates and role-models all of Le Moyne’s mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties
  • Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
    Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
  • Promotes cura apostolica by aligning professional goals, objectives, and performance with college’s strategic goals.
  • Demonstrates excellent work attendance, reliability and work ethic.
    Attends and actively participates in required meetings and training sessions.
  • Complies and adheres to all of Le Moyne’s established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
  • Must complete all required federal, state, institution and department trainings.
  • Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
    Performs a variety of related duties as assigned. 

Requirements:

  • Bachelor’s Degree required
  • Minimum of three to five years of clerical experience in an executive-level office setting. 
  • Experience in a college or university setting preferred.
  • Strong customer service orientation and ability to develop and maintain collaborative and productive relationships with a diverse community of internal and external constituents.
  • Extensive knowledge and proven proficiency with MS Office products (e.g., Word, Excel, PowerPoint).
  • Competency in use of relevant office equipment (e.g., multi-line telephone system with voicemail, fax machine, photocopier).
  • Ability to coordinate complex calendar scheduling for individual appointments and group meetings; proficiency with electronic scheduling.
  • Ability to use utmost discretion as it relates to answering questions from various constituencies of the College and access to highly confidential information.
  • Ability to prioritize and coordinate multiple tasks and carry out all responsibilities with a high degree of accuracy, attention to detail, and with minimal supervision, consulting with others as needed.
  • Strong organizational, proofreading, and analytical skills.
  • Strong oral, written, and interpersonal skills to communicate with persons at all levels of the College and external contacts.
  • Excellent listening and comprehension skills to take accurate notes and compose meeting minutes.

Additional Information:

Diversity, Equity & Inclusion job expectations for all Le Moyne College employees:  

  • Demonstrates commitment to promoting a more diverse, inclusive and equitable work environment by supporting the diversity, equity, and inclusion goals of the employee’s unit.
  • Regularly participates in professional development opportunities to become more aware of DEI issues and to consider ways in which their work can be expanded to honor and incorporate the diversity of our community.
  • Works to neutralize institutional bias by analyzing the policies and procedures of their unit and making suggestions to remove barriers for historically underserved people.
  • Promotes open communication across Le Moyne’s community in order to create an inclusive environment, and understanding of others backgrounds, ideas, and perspectives.

Le Moyne Benefits

  • 403(b) Retirement contribution- (9.5% Employer match)
  • Generous tuition coverage
  • Health insurance options- (Medical, Dental, Vision, Flexible Spending Accounts)
  • Health Savings Accounts- (Partially Employer funded) 
  • Basic Life & AD&D Insurance- (Employer paid)
  • Short and Long Term Disability Insurance (Employer paid)
  • Supplemental Life & AD&D Insurance
  • Voluntary benefits- (Legal, Critical Illness,
  • Hospital Indemnity, Accident Insurance, Pet Insurance etc.)
  • 12 paid holidays
  • Generous time off package 
  • 35 hour work week

Pay Range: $26.64-$29.45/hr

Equal Employment Opportunity

Le Moyne College is an equal opportunity employer that is committed to diversity and inclusion in the workplace.  We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, citizenship & immigration or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship.  Le Moyne makes hiring decisions based solely on qualifications, merit, and business needs at the time. 

Application Instructions:

To apply for this position please go to https://lemoyne.interviewexchange.com/static/clients/448LMM1/index.jsp and click the ‘Apply Now’ button and submit the required materials for consideration:

* Cover letter outlining your interest in the position
* Current resume
* Contact information for 3 professional references

To apply for this job please visit lemoyne.interviewexchange.com.