Executive Secretary

Rider University - Princeton, NJ (30+ days ago)4.4


Westminster Choir College of Rider University seeks an Executive Secretary to the Dean/Director of the Westminster College of the Arts. This is a full-time, 12-month, non-bargaining position that reports to the Dean. The position is open until filled, and the successful candidate will start at the earliest possible time.

At this time, Rider University seeks to transfer Westminster Choir College to a new partner, with whom negotiations are ongoing. The Executive Secretary will be involved integrally in the work toward transfer as well as in transition activities.

Overview: The Executive Secretary serves as the Dean’s Office point of contact for students, faculty, parents, alumni, donors, and visitors. Under minimal supervision, this position provides high level and confidential secretarial support and requires professionalism, excellent organizational and communication skills, and confidentiality. Success in the position will require a high degree of secretarial skills, office administration, and knowledge of college polices and personnel.

Responsibilities:
  • Excellent communication skills; respond to telephonic, electronic, and in-person inquiries by providing information or making referrals. Prioritize need for return calls from the Dean.
  • Provide the Dean with necessary information for daily activities.
  • Prioritize requests that come in for the Dean’s calendar, travel, and time. Schedule high number of meetings and appointments with diverse internal and external constituencies; communicate regularly with various departments and offices on two campuses.
  • Maintain/reconcile detailed records of Dean’s travel and expenses.
  • Order office equipment and supplies.
  • Prepare contracts; process contracts or registrations with vendors, arts institutions, accrediting agencies, etc.
  • Screen all mail and route appropriately. Prioritize need for responses from the Dean; prepare correspondence or draft replies as appropriate or requested.
  • Assist departments as necessary; ensure that the Dean is prepared for all meetings.
  • Manage various list serve and email accounts. Maintain communication with faculty and staff regarding deadlines, events, etc.
  • Maintain all files for College responsibilities, such as personnel, accreditation documents and communication, etc.
  • Coordinate, organize, possibly attend and staff events sponsored or hosted by the Dean (e.g., convocations, commencement, donor events, etc.).
  • Distribute, collect and process Annual Faculty Reports. Prepare letters to students on Dean’s List.
Position Qualifications

Skills:
The successful candidate should be able to demonstrate and provide evidence of secretarial and administrative abilities appropriate to this position. These include the ability to:
  • work independently and as part of various teams
  • meet deadlines; anticipate, organize, and prioritize work
  • pay attention to detail and use excellent organizational and problem-solving skills
  • exhibit calmness and flexibility in responding to the many demands of the position
  • exercise good judgment, resolution skills, and strong decision-making – particularly to effectively manage multiple projects
  • maintain a professional demeanor at all times
  • demonstrate strong professional verbal, written, and interpersonal skills
Background/Qualifications – required qualifications include:
3-5 years secretarial experience, strong working knowledge of Microsoft Office Suite Products (Word, Excel, PowerPoint), ability to work independently and proactively and be able to prioritize. Excellent typing (70wpm), oral and written communication skills and phone manner. Thorough knowledge of spelling and grammar; strong public relations skills; cooperative, mature and professional attitude; social etiquette. Requires an outgoing personality, setting the tone and atmosphere for the office. Ability to handle confidential information discreetly. Ability to handle numerous projects at one time. Ability to handle challenging situations.

Preferred qualifications include:
The ability to take minutes of meetings; training or experience in an arts discipline. Ability to use Banner and/or Canvas. Experience with spreadsheets. Aptitude for new challenges. Two or four-year degree.

About Rider University
The Rider University community is composed of faculty, staff and students from a wide range of cultural backgrounds. Candidates with a demonstrated commitment supportive of the multicultural needs of Rider University and the surrounding community are highly desired.

Rider University has once again been included as one of the nation’s best universities by US News & World Report 2018 and remained in the top tier in the Regional Universities – North category. Additionally, The Princeton Review named Rider among its “Best 382 Colleges” in the nation. Both publications have ranked the University favorably in their respective surveys for more than a decade.

Rider University is an Equal Opportunity/Affirmative Action employer dedicated to excellence through diversity and does not discriminate on the basis of race, color, religion, national origin, age, sex, sexual orientation, handicap/disability, Vietnam-era/disabled veteran status, gender identity or expression, or any other non-job related criteria.