Temporary Executive Office Manager

Csod; Northern (KY); On-site; USD 48,000 - 72,000; Full time

Benefits offered by this job

Outstanding benefits package

Retirement contributions

Employee wellness program

Paid leave

Job summary

ESU is seeking a Temporary Executive Office Manager to support the Provost and Academic Affairs. You will handle confidential materials, manage the Provost's calendar, coordinate with deans, and oversee documentation and travel arrangements.

The role requires strong analytical, communication, and multitasking skills, with experience in MS Office, SAP, Banner, and BI budgeting tools. Flexibility to meet deadlines and adapt to university priorities is essential.

Qualifications

• Bachelor's degree or coursework in a related field.
• Advanced computer software skills; proficient with Windows, Word, Excel and databases.
• Excellent verbal and written communication abilities.
• PowerPoint development or equivalent experience preferred.
• Previous experience as secretary/office manager/administrative assistant beneficial.
• Ability to coordinate multiple projects simultaneously.
• Strong interpersonal, listening, and organizational skills.
• Knowledge of Banner, SAP and BI budgeting applications preferred.

Responsibilities

• Manage large volumes of confidential materials and communications; follow up on tasks (faculty renewals, tenure, promotions).
• Serve as liaison to all divisions within Academic Affairs and external agencies.
• Ensure orderly conduct of business in the Provost's Office.
• Coordinate with deans on faculty hiring and approvals; monitor contractual processes.
• Oversee workflow for documents and forms (contracts, sabbaticals, affiliations, grants).
• Handle routine correspondence and travel expense processing; assist with events; manage Provost’s calendar.
• Provide comprehensive support for the Provost and Assistant to the Provost.
• Create, edit, and revise confidential documents for the Provost.
• Arrange Provost’s travel: itineraries, bookings, tickets, rentals, hotels; schedule meetings.
• Prepare agendas and handouts for weekly/monthly meetings; interpret guidelines from Academic Affairs.

Skills

Interpersonal skills

Verbal & written communication

Analytical thinking

Microsoft Office

Education

Bachelor's Degree

Tools

SAP

Banner

ATLAS

BI Budget

MS Teams

Job description

As the Temporary Executive Office Manager, you will need to skillfully manage the day-to-day operations for the provost to help support a robust academic curriculum. You will be an active member of the Provosts office and will work closely with the provost to complete research centered on diligently completing confidential assignments. You will thrive in this role if you like combining your executive level administrative background and strong working communication skills all while effectively managing departmental funds to maximize student centered initiatives. To be successful in this role, you must possess effective interpersonal skills to connect with various departments, the ability to pivot on multiple tasks to meet deadlines, & excellent analytical skills to break down problems executing choices to best support ESU's strategic plan.

Your normal hours will be Monday through Friday 8:00 am to 4:30 pm, but you may have to flex your schedule from time to time based on the needs of the business to be a true Temporary Executive Office Manager. When our team shows up for work, they are energized and motivated to succeed - all while being the most crucial piece to keeping the ESU operations humming.

What Will I Do At ESU? (AKA Essential Duties)

• Manage large volume of highly confidential materials and handle sensitive communication and tasks requiring follow up; including but not limited to: faculty renewals, tenure, promotion, sabbaticals, etc.
• Act as a liaison to all departments within the division of academic affairs, as well as to external agencies.
• Ensure the orderly and professional conduct of business in the Office of the Provost.
• Coordinate with deans on various tasks such as faculty hiring, reviewing/monitoring ATLAS approvals and compliance with contractual processes (tenure, promotions and annual faculty evaluations as well as sabbatical and chair assignments).
• Oversees workflow of various processing in office to insure timely receipt of information/materials, completeness and processing of these documents & forms. Some examples are faculty contracts, sabbatical reports, affiliation agreements, grants, etc.
• Ensure routine correspondence and travel expense processing. Assist with event planning as well as maintain the Provost’s calendar.
• Provide comprehensive support for Provost and Assistant to the Provost.
• Create, edit and revise confidential documents that are sent on behalf of the Provost.
• Arrange for Provost’s travel including creating detailed itineraries, researching and making reservations for airline tickets, rental care, and hotels, and scheduling meetings with all appropriate parties.
• Researches possible agenda items, prepares agendas and handouts for weekly and monthly re occurring meetings, such as faculty meetings, Dean's & Director's Meetings, Council of Trustees, etc.
• To interpret for faculty and academic affairs support staff technical and other detailed guidelines, policies and procedures from the Division of Academic Affairs, the University and the State System.
• Coordinates with the Pennsylvania State System of Higher Education Offices for routine meetings and correspondence.
• Monitor daily communications via phone, email and social media accounts and alert Vice President and Assistant to the Provost about emerging issues.
• Responsible for extensive confidential office working files, and inputting/updating information as needed into Academic Affairs databases/spreadsheets on shared network drives. This includes, but is not limited to, personnel files, curriculum approvals, etc.
• Proficient skill utilizing all components of Microsoft Office applications including PowerPoint, Microsoft Word, Microsoft Excel/spreadsheets, etc. Also knowledge of the following applications is preferred; SAP, Banner, ATLAS, BI- Business/Budget application and ability to quickly learn and master new applications e.g. HR acuity.

What We’re Looking For (AKA Qualifications)

• Related Bachelor's Degree or appropriate coursework preferred.
• Advanced computer software applications and skills are required; experience with Windows, word processing, spreadsheets and data base systems are essential.
• Excellent documented verbal and written communication skills.
• PowerPoint development or equivalent experience preferable.
• Previous experience as a secretary, office manager, or administrative assistant preferred.
• Must be able to coordinate and work on multiple projects.
• Strong interpersonal and listening skills, excellent verbal and writing skills.
• Strong prioritization, analytical, organizational and communication skills.
• Preferred Banner, SAP and BI-Business/Budget application. Technical skills: Word (tables, reports, merging), Excel (formulas, pivot tables, graphs), and MS Teams.
• Able to think critically and apply critical thinking skills to solve problems independently; make independent decisions that support the needs of the University and its students.
• Related college course work preferred.
• Able to read, write, and comprehend English; able to follow verbal instructions.
• Experience with Word, Excel, Teams required.

What We Offer

• (If Eligible) Outstanding benefits package including benefits such as medical from date of hire, retirement contributions, employee wellness program, and paid leave
• Salary: Based on Experience
• Living by the Warrior Code:
  • Accountable for One's Actions
  • Committed to Self-Growth
  • Willing to Sacrifice for the Greater Good
  • Positive, Honest, and Loyal
  • Respectful of the Environment and Community
  • Dedicated to Empowering Others

Employment Eligibility & University Committment

Must be at least 18 years old and be able to read and write English. Employment with ESU is contingent on the selected candidate passing a thorough background check that includes: FBI fingerprinting, PA Child Abuse, and employment. We are proud ESU is an equal opportunity employer. For more information on President Long's 10-point plan, click here: https://www.esu.edu/president/10-action-plan.cfm