Executive Officer to the Vice President Student Administrative Services-APPLICATION CLOSED!

Wabag Enga Province, Papua New Guinea

94 days ago

Description

The Executive Officer is directly responsible to the Vice President of Student Administrative Services, providing administrative and analytical support. Primary functions of this role include scheduling and calendar management, direct communication with staff and students, and project management. The Executive Officer is responsible for direct interaction with students, students’ families, upper- level campus administrators, community members, private and government officials, as well as staff in the University Council Chairperson’s Office. As a part of these interactions, the Executive Officer will receive and disseminate sensitive information that must be treated with a significant level of judgement and discretion. Furthermore, this Executive Officer provides lead work direction to all staff within the Division and works collaboratively with staff throughout the division on multiple projects supporting division and University priorities and activities. The Executive Officer provides executive level administrative, technical, and managerial support requiring the use of judgment, initiative, and independent action.

Requirements

Bachelor’s Degree and six years of clerical or administrative experience.

Experience supporting an executive leader. Experience in an educational environment.
Knowledge, Skills and Abilities:
Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
Team Orientation & Interpersonal – highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
Ability to work successfully in a multi-cultural environment.
Organization & Time Management – able to plan, schedule, organize, and follow up on tasks related to the job to achieve goals within or ahead of established time frames.
Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
Analytical Aptitude & Problem Solving - Proven skills in identifying issues, developing creative solutions and options, and following through with

implementing resolutions; able to make well-reasoned, sensible and timely decisions based on careful, objective review and informed analysis of available information, considerations and other factors.

Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
Leadership – has demonstrated success as an entrepreneurial, high energy, driven, hands-on leader; possesses expertise in selecting, training, developing, coaching, mentoring, and retaining a highly motivated workforce.
Able to effectively handle confidential and proprietary information.
Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions
Critical Thinking and Judgement – able to make well-reasoned, sensible and timely decisions based on careful, objective review and informed analysis of available information, considerations and other factors.
Multi-task – ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

Bonuses

Not Available Now

Benefits

Grade 14
IUE Basic Salary: K59, 070. 00

Responsibilities

Accept, screen and route telephone calls concerning activities and operations of the office and direct inquiries as appropriate.

Manage and maintain the calendars for the Vice President.
Monitor, screen, respond to and distribute incoming email, telephone, and walk-in communications.
Arrange and confirm travel accommodations, submit travel requests, and prepare travel vouchers and reimbursements.
Perform a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials. Follow up to ensure all designated deadlines established internally or externally are met by following up with the Vice President’s direct reports and others, as appropriate. Manage annual evaluations for staff that report directly to the Vice President, the President, and the other Vice Presidents.

Monitor Division budgets, supply requisitions, submit Division payroll, process leave requests maintain Division purchasing Order Forms, as well as preparing and distributing annual Division budget.
Arrange meetings and conferences including scheduling, preparing meeting minutes, documentation and agenda preparation, distribution of documentation, public noticing and arranging refreshments.
Assist in planning IUE and Division special events including commencement ceremonies, Student Affairs Awards and the Student Affairs Symposium, and make arrangements to host visiting dignitaries and to plan the annual Student Affairs Leadership Team retreat.
Supervise and oversee the activities of administrative support employees and student employees in the Office of the Vice President for Student Administrative Services.
Exercise independent judgement in addressing the daily concerns of internal and external constituents; may act on behalf of the supervisor in their absence.
Serve as liaison to stakeholders.
Make appropriate referrals using independent discretion and judgement.
Actively participates in the IUE Pastoral Care Team, as required
Comply with all published IUE rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, and confidentiality.
Provide service excellence through courteous, informed, accessible, and professional engagement.
Perform other duties as assigned by the Vice President Student Administrative Services.