Executive Assistant to the Vice President for Operations and Chief Information Officer

The Position:

Executive Assistant to the Vice President for Operations and Chief Information Officer

Job Summary:

This executive assistant role provides direct support to the Vice President for Operations and Chief Information Officer and coordinates the day-to-day business operations of the Office of Information Technology. Responsibilities are divided approximately equally between executive support to the Vice President and managing the department’s operating budget, technology purchasing, and vendor relationships. Because all technology purchasing at Muhlenberg flows through Information Technology, this position also serves as a central point of contact for departments across campus, helping coordinate purchasing requests and related processes.

The successful candidate will be organized and detail-oriented, able to manage competing priorities and recurring deadlines, able to handle confidential matters with discretion and professionalism, and able to maintain an understanding of the Vice President's priorities and the strategic priorities of the College. Training will be provided on the College's purchasing systems and processes.

Schedule & Benefits: This is a full-time, year-round position with an anticipated schedule of 37.5 hours per week, Monday through Friday. Muhlenberg offers a comprehensive benefits package that includes generous paid holidays, including three days off for Thanksgiving and an extended winter break between Christmas Eve and New Year’s Day; vacation and sick leave; eight weeks of paid parental leave; Life Sports Center membership; undergraduate and graduate tuition opportunities; medical, dental, and vision coverage; flexible spending accounts; short- and long-term disability coverage; life insurance; and retirement benefits. Eligibility requirements and waiting periods may apply. As a 501(c)(3) nonprofit institution, Muhlenberg is also a qualifying employer under the federal Public Service Loan Forgiveness Program.

Characteristic Responsibilities:

Executive Support

• Manage the day-to-day organization of the Vice President's calendar, activities, and priorities.
• Organize and support meetings with a diverse range of internal and external stakeholders, including preparation of agendas and materials.
• Take minutes at leadership team and other meetings as needed, and track follow-up items.
• Prepare correspondence, reports, and presentation materials, including materials for Senior Staff and Board meetings.
• Manage administrative aspects of the Vice President's role across Information Technology and Plant Operations in an effective and professional manner.
• Handle confidential and sensitive matters with discretion and professionalism.
• Serve as a liaison between the Vice President's office and campus offices, and coordinate departmental scheduling and office functions.
• Provide phone support for the department's main number and greet and assist visitors.

Budget, Technology Purchasing, and Vendor Management

• Provide day-to-day management of the Office of Information Technology operating budget, including tracking, reconciliation, and invoice processing.
• Provide information and analysis in support of departmental budget preparation, and flag variances against budget.
• Coordinate technology purchasing for the College, working with departments to process requests accurately and efficiently.
• Enter purchase order data in Workday, track deliveries, accept and process receipts against purchases, coordinate disposition, forward appropriate information to Payables, and assist managers in review and approval.
• Obtain and compare vendor quotes, and coordinate with the Business Office on purchasing policy and approval requirements.
• Maintain the departmental vendor and contract inventory and database, including agreement terms, expiration dates, and renewal conditions.
• Maintain a renewal calendar for contracts and software licenses, and initiate renewal review in advance of expiration and auto-renewal deadlines.
• Serve as day-to-day point of contact for technology vendors on ordering, invoicing, and account questions.
• Maintain departmental files for purchasing, contracts, and licenses.
• Other duties as assigned.

Qualifications: While no one person may possess all the qualifications listed below, the ideal candidate will have many of the following professional experiences and characteristics:

• Minimum three years of experience in executive or administrative support, office management, or business operations.
• Hands-on experience with budget tracking and at least one of the following: purchasing, invoicing, or financial recordkeeping.
• Experience supporting a senior leader and coordinating vendor relationships preferred.
• Bachelor’s degree in business administration, finance, accounting, or a related field preferred. An equivalent combination of education and relevant experience will be considered.
• Experience with budget tracking, purchasing, invoicing, or financial recordkeeping; training will be provided on College-specific systems and processes.
• Strong planning and organizational skills, with exceptional attention to detail.
• Ability to manage multiple priorities and recurring deadlines independently, and to accurately set expectations.
• Ability to collaborate and establish successful working relationships with a diverse range of people and job functions across the College.
• Excellent communication and interpersonal skills, in formal documents, briefs, letters, emails and other communications.
• Ability to understand, interpret and communicate process and policy accurately.
• Proven ability to maintain confidentiality and experience working with confidential and/or sensitive data.
• Comfortable using spreadsheets to organize data and provide information that supports decision-making.
• Strong understanding of Google Workspace/Docs and Microsoft Office Suite, and ability to learn a variety of technological tools.
• Ability to quickly learn new tools and technologies; interest and experience in using technology to improve work efficiency.
• Workday experience is a plus.
• Ability to effectively manage regular interruptions while maintaining accuracy.
• Demonstrated approach to problem solving; ability to respond accurately and professionally to inquiries and complex matters.
• Demonstrated commitment to fostering an inclusive academic and professional environment where all members of our campus community are respected, valued, can succeed, and thrive.

• Successful completion of satisfactory background checks including but not limited to education verification, criminal background, and child abuse clearance.       
• Successful completion of satisfactory pre-employment physical and drug screening. (for safety sensitive roles)

The College & Surrounding Area: Founded in 1848, Muhlenberg College is a private, residential, liberal arts college offering baccalaureate and graduate programs. At Muhlenberg, we are committed to a campus community that ensures students, faculty, and staff of all backgrounds feel welcome, respected, valued and included.

The College provides an intensely challenging, supportive environment centered around a rigorous academic curriculum designed to prepare students for lives of leadership and meaning in a dynamic, global society. The academic program is amplified by a range of innovative programming: comprehensive and intentional residence-life programming, expansive experiential learning requirements, and an innovative coaching program designed to maximize every student’s performance and potential.

Part of eastern Pennsylvania’s scenic Lehigh Valley, Allentown is a diverse city of 125,000, Pennsylvania’s third-largest, located just 60 miles north of Philadelphia and 90 miles west of New York City. The Lehigh Valley, which also includes neighboring cities Bethlehem and Easton, is one of the fastest growing regions in the state and the Northeast, leading Pennsylvania in population growth for people aged 18–34. Home to a vibrant arts scene, extensive parks and recreational opportunities, a rich blend of diverse cuisine, and so much more, visit Life in the Lehigh Valley | Muhlenberg College and check out Allentown here.

Muhlenberg College is an Equal Opportunity Employer. All employees are expected to support Muhlenberg's commitment to function as a diverse, caring, inclusive community.

To apply, upload your complete application package as a single PDF document. A complete application package includes: 1) cover letter; 2) resume; 3) separate diversity statement summarizing your professional experiences and commitment to equity and inclusion; and 4) names/contact information for three professional references. Application review will continue until the position is filled. To initiate your application, use the APPLY button.

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An Equal Opportunity Employer, Muhlenberg College is committed to valuing and enhancing diversity and encourages applications from individuals who can contribute to the diversity of our community. Muhlenberg College does not discriminate against any person based on age, ancestry, color, disability, gender, gender identity, genetics, national or ethnic origin, race, religion, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, veteran status or any other basis protected by applicable federal, state or local laws, in its education programs and activities, including admissions and employment. Muhlenberg College does not discriminate on the basis of sex as required by Title IX.

Legal Notice

Muhlenberg College Annual Crime Reporting-As provided by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, prospective employees of Muhlenberg College are entitled to request and receive a copy of the College Annual Security Report (ASR). The ASR can be accessed at http://www.muhlenberg.edu/annualsecurityreport. This report includes crime statistics on certain reportable crimes, as well as Muhlenberg College Safety Policies. The report also includes institutional policies concerning campus safety and police, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault and other matters. Anyone wishing a paper copy of the ASR may contact the Campus Safety Office at 484-664-3112.