Assistant to the Associate Vice President of Human Resources
University of San Francisco
Reporting directly to the Associate Vice President of Human Resources, the Assistant provides executive support in a one-on-one working relationship. The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Associate Vice President of Human Resources. The Assistant also serves as a liaison to the Board of Trustees committees and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Assistant must be creative and enjoy working within a dynamic environment that is mission-driven, results-driven and team oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Assistant will work with and have access to confidential information and must be adept at using discretion. They will sign and uphold a confidentiality agreement. This person is expected to be a team player and back up the other HR departments when needed including aiding the front office staff during high traffic times or absences. The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
1. Executive Support
Completes a broad variety of administrative tasks for the Associate Vice President of Human Resources including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Communicates directly, and on behalf of the Associate Vice President of Human Resources.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Associate Vice President of Human Resources including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the Associate Vice President of Human Resources office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the Associate Vice President of Human Resources to keep her and the HR Team well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the Associate Vice President updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Associate Vice President of Human Resources, some of which may have organizational impact.
Will maintain general human resources knowledge in order to support the broader human resources organization integrating and maintaining positive relationships with all human resources staff members
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
Coordinating the agenda of management team meetings, retreats, off-sites, and all-staff meetings and other special events.
Bachelors degree highly preferred, substantial work experience in executive administrative support and/or human resources may substitute for a degree
Strong work tenure: including at least 5-7 years of experience supporting C-Level Executives, preferably in a higher education or non-profit organization
Experience in creating both internal and external communications,
Expert level written and verbal communication skills
Ability to maintain confidentiality
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Must be flexible and readily adaptable to change
Expert knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), as well as Adobe Acrobat
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships within HR and with stakeholders, including staff, board members, faculty and students
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to be extremely effective independently
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
An understanding of USFs Mission, Vision, and Values as integral parts of a Jesuit Education
Additional Knowledge, Skills, and Abilities:
For information on how to apply, please visit the following link: www.usfjobs.com
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.
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