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Executive Assistant, University Libraries

Buffalo, New York ~ April 26, 2021

["Direct the daily administrative operations of the VPUL’s office including but not limited to the following responsibilities:\r\n\r\n•\tUnderstand the program goals and priorities of the VPUL in order to prioritize issues according to urgency.\r\n•\tPrepare, respond and assist in the decision making of confidential correspondence and/or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures.\r\n•\tResearch, compile, summarize and analyze information to formulate correspondence; manage confidential communications and activities between the VPUL and other senior leaders, ensuring that items requiring attention and follow-up are completed in a timely fashion.\r\n•\tWork as a liaison between the VPUL and their executive staff and department heads, as well as the offices of the President, Provost, Vice Provosts, Vice Presidents and Deans. Interact regularly and diplomatically with a diverse group of internal and external callers and visitors.\r\n•\tRespond to routine/non-routine inquiries for the Office of the Vice Provost; apply relevant policy and procedure, forward to appropriate staff and faculty members for appropriate action and resolution if necessary. Maintain high degree of confidentiality and professionalism with all inquiries.\r\n•\tResearch and provide written briefing materials for the VPUL as necessary. Develop and manage a system for contacts, initiatives and assignments. \r\n•\tManage and schedule the VPUL’s calendar and arrange all national and international travel activity.\r\n•\tCollect and prepare information for use in discussions, meetings of executive management and external individuals. \r\n•\tCoordinate complex meeting arrangements that may involve interactions with both internal and external constituents; develop appropriate meeting agendas, presentations, supporting documents, communications, and secure room reservations. Record minutes or notes of meetings as required. \r\n•\tHandle communications related to meeting or event outcomes providing necessary and timely documents/materials and tracking progress and outcomes on behalf of the VPUL.\r\n•\tManage action items with appropriate follow up to ensure timely completion of projects and activities.\r\n•\tUse multiple computer applications to support key administrative functions. \r\n•\tProvide as-needed assistance to the VPUL’s Executive Team. \r\n", "•\tProvide oversight for the VPUL’s office budget – monitor spending throughout the fiscal year, provide reports and oversight of expenditures.\r\n•\tProcess travel for the VPUL.\r\n•\tPrepare reimbursements and expenditures for the Office of the VPUL.\r\n•\tProcess procurement transactions for the Office of the VPUL.\r\n•\tManage P-card and reconcile accounts for the Office of the VPUL.\r\n•\tProvide support to the Facilities team by monitoring customer service requests.\r\n•\tSubmit copier counts to equipment vendor on a monthly basis.\r\n•\tProcess personnel transactions using the ePTF system.\r\n•\tServe as a backup for processing student assistant appointments; review appointment paperwork and submit information to UHR.\r\n•\tServe as a backup for hourly time sheet processing.\r\n•\tCreate HR folders and maintain employee files by ensuring records are filed timely and accurately.\r\n\r\n", "•\tAssist with the coordination, implementation, and completion of projects established by the VPUL and the Office of the VPUL managing project plans that track tasks, milestone dates and established deadlines.\r\n•\tProvide support to project managers to assist with project tracking and communication to project teams and stakeholders.\r\n•\tPrepare reports that track trends and support the strategic goals of the University Libraries. \r\n\r\n", "•\tManage general office needs including telephones, IT needs and work orders, office supply inventory, and maintenance and usage reporting of office equipment.\r\n•\tCollect and distribute mail; prepare mail to be sent via UPS or other delivery service provider.\r\n•\tAssist with records management and retention within the Office of the Vice Provost.\r\n•\tPlan library-wide and special events including the communications, development of agendas, securing the meeting space, ordering of food and event follow-up.\r\n•\tDistribute Zoom invitations to all staff meetings on a bi-weekly basis for library-wide meetings; post video recordings and chat summaries after all-staff meetings to the Libraries' intranet."]

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