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.
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.
Required Knowledge, Skills and Experience:
3-5 yrs. 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 Knowledge, Skills and Experience:
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.
Affirmative Action Statement:
Rider University is an Equal Opportunity/Affirmative Action employer dedicated to excellence through diversity and does not discriminate on the basis of age, race, color, religion, national origin, sex, sexual orientation, handicap/disability, Vietnam-era/disabled veteran status, gender identity or expression, or any other non-job related criteria.
Internal Number: 5063
About Rider University
"As a learner-centered University dedicated to the education of the whole student, Rider provides students the intellectual resources and breadth of student life opportunities of a comprehensive university with the personal attention and close student-faculty interactions of a liberal arts college.Through a commitment to high quality teaching, scholarship and experiential opportunities, faculty on both campuses provide undergraduate and graduate students rigorous and relevant programs of study to expand their intellectual, cultural and personal horizons and develop their leadership skills. Our highly regarded programs in the arts, social sciences, sciences, music, business and education challenge students to become active learners who can acquire, interpret, communicate and apply knowledge within and across disciplines to foster the integrative thinking required in a complex and rapidly changing world."