Senior Executive Assistant - UMKC Office of Research Services, 53745

Office of Research Services at the University of Missouri-Kansas City

The Senior Executive Assistant of the Office of Research Services (ORS) provides executive, administrative, analytical, and logistical support to the Vice Chancellor and Office. This position represents both the Vice Chancellor and the Office to internal and external stakeholders, including research stakeholders across business units.

Job Duties:

• Coordinates the Vice Chancellor's schedule with all calendar invitations, meetings, and events to assist the Vice Chancellor in timely response and availability for ORS, University, system, community, and research related events. Facilitates meetings, prepares and sends meeting agendas, records and sends meeting minutes.
• Independently prioritize and schedule requested meetings to accommodate the Vice Chancellor's needs.
• Attends meetings as a representative of Vice Chancellor and the Office of Research Services.
• Support committees and task forces through member participation, developing agendas for meetings, taking and disseminating meeting notes, and presentation preparations.
• Review all incoming correspondence to the Office of Research Services' general email accounts. Direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors. Research and resolve issues as needed.
• Compile data, solicit and research information from a variety of on and off campus sources, and prepare reports and presentations as requested.
• Prepare data, documents, and reporting pertaining to Office of Research Services grantsmanship, including such materials on proposals, awards, and expenditures, and provide strategic support for trend analysis, goal setting, benchmarking, and targeted initiatives.
• Handle financial and travel-related requests, including invoices and purchase orders, expense reports, charge card reconciliations, and travel logistics.
• Process forms according to established processes, review for data validation and quality, gather required signatures, and make recommendations for process improvement as needed.
• Performs standard assignments and responsibilities and make recommendations for improvement/efficiency. Uses existing procedures and collaborate with others to solve standard problems.
• Maintain records and working files in organized and secure manner.
• Communicate effectively with UMKC research external stakeholders.
• Draft, review, and send communications on behalf of the Vice Chancellor and Office of Research Services to employees and internal and external teams. Includes writing, proofreading, and organizing emails, newsletters, announcements, memos, presentations, reports, and other documents. This includes tasks like proofreading, graphic design , and using software tools.
• Performs maintenance and administrative support of ORS website, proofing updates, edits and regular updates.
• Exercise independent judgment in bringing information and issues relating to the Office of Research Services to the Vice Chancellor. Research, assess, and resolve problems, often of a sensitive or confidential nature. Includes special projects and collaboration on sensitive/confidential issues. Define problems, independently conduct research as necessary, formulate solutions and make recommendations.
• Observe deadlines and priorities across responsibilities to ensure individual and unit goals are met.
• Manage projects and coordinate timelines, tasks, and statuses across providing administrative and planning support, to ensure project goals and timelines are met.
• Support event management and planning. Develop, prepare, and execute conferences, summits, workshops, and symposiums in collaboration with stakeholders.
• Oversee inventory management and office equipment, including tracking, updating, and replacing items as needed.
• Coordinate work orders and tickets for maintenance of space, infrastructure, and technology for the Office of Research Services.
• Receives and distribute mail for the Office of Research Services.

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary.

• Preference will be given to individuals with previous experience providing administrative support in an executive-level office, for an elected official, or in a professional higher education office.
• Experience maintaining client confidentiality and scheduling for executives preferred.
• Prior experience with research or research support services is preferred.

Starting salary range of $55,000 - $62,500 annually, commensurate with experience, education, and internal equity.

Open until filled, for best consideration apply by Monday, October 28, 2024

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Values Commitment

We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research, and engagement.

Equal Employment Opportunity

The University of Missouri System is an Equal Opportunity Employer. Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, or protected veteran status, or any other status protected by applicable state or federal law. This policy applies to all employment decisions including, but not limited to, recruiting, hiring, training, promotions, pay practices, benefits, disciplinary actions and terminations. For more information, visit https://www.umsystem.edu/ums/hr/eeo or call the Director of Employee and Labor Relations at 573-882-2146.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.