Provides executive support for a wide variety of complex professional administrative duties and coordinates a number of programs and projects as assigned by the President.
Job Duties and Accountabilities: (all items listed below are considered “essential job functions” for ADA purposes).
30% Executive Support
• Provides high-level executive support and assistance to the President and Board of Regents at Samuel Merritt University, including serving as primary point of contact with internal and external constituencies on matters relating to the Office of the President and the Board of Regents.
• Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are distributed and completed between cabinet members, the various committees, the supervisory chain, faculty, staff, students, and board members.
• Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the President’s Office and the Board of Regents. Working hours may include evenings, holidays or weekends depending on deadline requirements and special events.
• Completes duties and responsibilities in compliance with University standards, policies and guidelines.
• Ensures seamless coordination of the President’s schedule and administrative activities, including assisting in scheduling executive leadership team meetings.
• Composes correspondence independently on a wide variety of matters and researching, prioritizing, and following up on incoming issues and concerns addressed to the President, including those of a sensitive and confidential nature.
• Assists with the design and completion of internal/external reports and presentations as assigned by the president.
• Manages the budgets for the Office of the President and the Board of Regents.
• Coordinates all events inclusive of regular and committee meetings, retreats, receptions, as directly related to the Office of the President.
• Coordinates and participates in systematic review and evaluation of Office of the President per the model adopted by the University, including the development and monitoring of outcome and plans of action for improvement based on the assessment of those outcomes and plans.
• Participates in and informs the President of the process for systematic review and evaluation of the University per the institutional effectiveness model adopted by the University and external accreditation agencies.
20% Institutional Policy and Document Review and Management
• Researches and maintains institutional policies, documents, processes, resources and tools for improving efficiency.
• Coordinates the administrative reviews of the University’s policies as needed.
• Communicates policy information/updates with administrators in a timely manner.
• Serves as the primary point of contact between Sutter Health and the University during policy reviews and updates.
• Provides guidance and support to the campus community on policy development and the approval processes.
• Upon completion of all required training and professional development sessions sponsored by Sutter Health and the University, identify those trainings and policies that are relevant to the University vs. those that are not and provide advice to the President and Cabinet of the needed change.
• Maintains and manages historical documents for the University. 20%
30% Board Support
• Maintains and provides research support regarding university and Board records and prepares summaries or reports as needed for internal and external audiences.
• Serves as the Board liaison with high-level administrative tasks, which include meeting logistics, agenda development, scheduling, delivering of information packets, and ensuring that the Board records, correspondence, minutes and activities are maintained within the Office of the President.
• Attends all Board meetings and ensures that Board minutes are transcribed to official Board records and that all official Board records are maintained and properly secured.
• Coordinates travel and activities for the Board of Regents.
• Review the Board Bylaws and revise and update the document as needed by the University, Sutter, or required by external accreditation agency according to the approved procedures.
20% External Relations
• Manages public relations by reaching out and working with
state, local, and federal governments.
• Conducts research and monitor legislation; tracks happenings within the government that could affect the University; researches policies to see what changes could be advantageous and which trends might negatively impact the University in the future.
• Prepares external relations-related reports and presentations to deliver within the University; may also presents these findings externally.
• Represents the University at industry forums and events. 20%
Other duties as assigned
Skills and Abilities
• An understanding of and strong commitment to the mission of Samuel Merritt University.
• Promotes positive morale and teamwork within the functional unit and provides exceptional service to students, faculty, staff and community.
• Supports the values and institutional goals as defined in the University’s Strategic Plan.
• Communicates effectively, both orally and in writing; defines problems, collects data, establishes facts, and draws valid conclusions; and effectively presents information to senior management, public groups, the Board of Regents, Sutter Health, and other groups, as needed.
• Highly organized and detail-oriented ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills; excellent listening skills with the experience and temperament to foster a cooperative, caring, inclusive working and learning environment for faculty, students, staff and external constituencies.
• Demonstrated ability to establish and maintain collaborative relationships with those contacted in the course of work and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
• Demonstrated ability to work in an entrepreneurial, high-demanding work environment that is mission/results-driven and community oriented.
• Ability to handle sensitive and extensive confidential data.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to perform and excel in a high-tech all-digital environment. Proficient in Word, Excel, PowerPoint and Outlook.
Education and Experience
• Master’s or a terminal degree from an accredited college or university.
• Minimum of ten (10) years of progressively responsible experience which includes managing administrative and strategic initiatives in higher education.
• Proven experience with ability to handle confidential information with discretion, to manage a large variety of details and coordinate complex projects during numerous interruptions, and to meet deadlines in a fast-paced work environment.
• Experience working effectively with a president/vice president and board of trustees/regents/directors at a university setting.
• Proven successful administrative experience in a university setting.
The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.