Executive Secretary

Roosevelt University; Chicago, Northern (IL, KY); Hybrid; USD 36,000 - 39,000; Full time

Benefits offered by this job

Union contract – OPEIU Local 39

Job summary

Roosevelt University in Chicago seeks an Executive Secretary to provide high-level administrative support to the Vice Provost for Student Affairs and Dean of Students. You will manage complex schedules, coordinate meetings, handle confidential records, and liaise with students, families, faculty, staff, and external constituents.

The role requires on-campus presence five days a week, with a focus on responsive, professional service and collaboration across the University to advance student

Qualifications

• Bachelor's degree from an accredited college or university in business administration, office administration, communications, higher education, or a related field.
• 3-5 years of progressive administrative or executive-level support experience.
• Excellent organizational and time-management skills in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Coordinate office functions and monitor VP/DOS calendar.
• Handle scheduling, correspondence, and records management.
• Prepare requisitions, reports, and notices for the VP/DOS.
• Respond to inquiries and support student, family, faculty, and staff interactions.
• Maintain a student-centered, customer friendly DOS office.

Skills

Time management

Organizational skills

Communication

Confidentiality

Scheduling

Microsoft Office

Electronic calendars

Virtual meeting platforms

Banner

Maxient

EAB Navigate

Independence

Collaboration

Education

Bachelor's Degree

Tools

Banner

Maxient

EAB Navigate

Microsoft Office

Job description

The Executive Secretary provides high-level administrative and operational support to the Vice Provost for Student Affairs and Dean of Students and serves as a key point of contact for the Dean of Students Office. The position supports the effective daily operation of a fast-paced, student-centered office by managing complex scheduling and correspondence, coordinating meetings and office activities, maintaining confidential records, responding to inquiries, and facilitating communication with students, families, faculty, staff, and external constituents. The Executive Secretary also supports the broader administrative functions and initiatives of the Division of Student Affairs.

The successful candidate must be highly organized, adaptable, detail-oriented, and able to manage multiple priorities while exercising sound judgment, maintaining confidentiality, and providing responsive and professional service. The position works collaboratively with colleagues across the University to support efficient operations and advance the Division’s commitment to student success, belonging, well-being, persistence, and achievement.

This is an in-person position requiring on-campus presence five-days per week, Monday through Friday, to provide consistent front-office coverage and support the daily operations of the Dean of Students Office.

This is an at-will, non-exempt, clerical position reporting directly to the Dean of the Heller College of Business. As a new hire, you will become a member of OPEIU local 39 and the hourly rate is $26.71, as outlined in the OPEIU local 39 union contract.

Roosevelt University offers many great benefits. Please review our benefits in further detail by clicking this link: https://rooseveltu.touchpointsonline.com/

Title IX Contact Information: Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX regulations. At Roosevelt University, the Title IX Coordinator is Natasha Robinson. Her office is located in the Auditorium Building of the Chicago campus, 430 S. Michigan Avenue, AUD 476B. She can be reached at 312-281-3245 or [e-mail]. Do not contact this email address for inquiries about your job application; if you have questions, you may email [e-mail].

Knowledge, Skills and Abilities Required

• Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills with a commitment to responsive, student-centered customer service.
• Ability to exercise sound judgment, discretion, professionalism, and confidentiality when handling sensitive information and situations.
• Strong attention to detail and accuracy in scheduling, correspondence, records management, and other administrative functions.
• Proficiency with Microsoft Office, electronic calendars, virtual meeting platforms, and other administrative technology, with the ability to learn new systems quickly. Other software include: Banner, Maxient, EAB Navigate.
• Ability to work independently, take initiative, anticipate needs, and appropriately prioritize or elevate matters requiring attention.
• Ability to collaborate effectively with individuals from diverse backgrounds and build positive working relationships with students, families, faculty, staff, and University leadership.

Years of Experience Required

3-5 years

Required Education

Bachelor's Degree

Minimum Qualifications

Bachelor’s degree from an accredited college or university in business administration, office administration, communications, higher education, or a related field. Relevant experience may be considered in lieu of a degree.

Working Conditions

Normal climate-controlled office environment is provided

Coordinate Office Functions

• Works closely with the VP/ DOS to provide administrative support to the VP/ DOS and the reporting unit heads.
• Monitors and addresses student concerns, non-academic grievances, and emergency leave requests within the deadlines set by university policies and procedures.
• Assists with all functions of the Office of Student Rights and Responsibilities and the Dean of Students Office.
• Maintains a student centered, customer friendly, and responsive DOS office for all constituents.
• Manages the VP/ DOS calendar and monitors all e-mails assigned to the VP/ DOS Office.
• Enforce and maintain the confidentiality of the VP/ DOS office issues, files and information.
• Schedules meetings, arranges for locations, sends notifications/reminders to participants, takes notes and disseminates as appropriate.
• Establishes and maintains all office records and files; prepares purchase requisitions, composes correspondence and reports as requested by the VP/ DOS and the DOS Office.

Percentage Of Time

60

Other Duties

• Coordinates special events, including arranging logistics (venue, catering; publicity).
• Manages inventory control for the Division; order supplies as necessary.
• Assists in unexpected requests and emergencies.
• Serves as point person for student issues and concerns.
• Supports divisional professional development under direction of Dean of Students.
• Supports divisional assessment efforts under direction of Associate Dean of Students.
• Support divisional master planning efforts under direction of Dean of Students.
• Monitors and responds to communication to and from Dean of Students and Office of Student Rights and Responsibilities.
• Support areas (as needed) under the supervision of the Dean of Students.

Percentage Of Time

25

Maintain Division Budget

• Reviews and monitors the Division expenditures; reports to the VP/ DOS spending levels in accounts that may indicate transfers are needed to keep the balances positive. Recommends to the VP/ DOS the need for additional funds in specific accounts and suggest the sources of those funds.
• Monitors Division and unit budgets on the Banner system and maintains Division fiscal files.
• Assists the VP/ DOS and ADOS with annual Division budget preparation and proposal to the Budget Committee.

Percentage Of Time

15

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have 3-5 years of progressive administrative or executive-level support experience?
  • Yes
  • No
• Do you have an earned Bachelors degree?
  • Yes
  • No
• Are you able to be on campus 5 days a week, Monday through Friday?
  • Yes
  • No
• Will you now or at any point in the future require employment visa sponsorship (e.g., H-1B) to legally work in the United States?
  • Yes
  • No