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Position Detail - Assistant to VP DEI

Assistant to VP DEI

Apply now Job no: 492757
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37   

Weeks per year: 52

Work Schedule: 8-5 some evenings and weekends during our busy times and as needed. 

Department Summary & Job Purpose:

Reporting to the Vice President for Equity and Inclusion, the Assistant to the Vice President provides administrative support and program coordination in the Office of Diversity, Equity and Inclusion (DEI). The Assistant to the Vice President will also assist with the organization of all DEI programs and events, and provide support to the Office of Diversity, Equity and Inclusion. This position will require occasional nights and weekends.
The Office of Diversity, Equity and Inclusion exists to engage individuals, departments and organizations across campus to ensure the College meets its strategic goals of creating a supportive, affirming and inclusive campus community for all faculty, staff, students and alum. The DEI Office team is a dynamic group of professionals who are committed to the goals of justice and inclusion.

Core Job Duties and Responsibilities: 

Office Support:

  • Responsible for front-of-office operations and supervision of DEI student fellows as needed. Supervising of DEI student fellows includes creating and updating procedures, manuals and providing overall supervision.
  • Serve as the primary point of initial contact on all correspondence, telephone calls, and guests for the DEI Office.
  • Proactively manage and prioritize the administrative support operations related to appropriate progress on projects and meeting deadlines, research and other information gathering, communication, scheduling and travel.
  • Manage the timely flow of information and materials to/from the DEI Office at all times.
  • Demonstrate good judgment in decision-making and the ability to maintain strict confidentiality.
  • Maintain call log and other point of contact information.
  • Receive, screen, and distribute correspondence, in email or in written form. Direct concerns to the appropriate staff member for quick resolution and action.
  • Work on a team of colleagues to support the institutional mission as it relates to diversity, equity and inclusion Assist all DEI Staff with their calendar and other commitments as needed.
  • Work closely and effectively with the Vice President and the DEI staff to prepare and keep them well informed of upcoming commitments and responsibilities. Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts. Identify documents that are incomplete, inaccurate or lacking proper input and seek necessary revisions before advancing to the vice president.
  • Coordinate meeting logistics for internal and external meetings that the vice president or DEI staff will attend, from the routine to the complex. Take minutes and track action items as requested. Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related items for DEI staff as well as for DEI events and presenters.
  • Assist the Vice President with preparing materials for internal and external communications and remarks, including comparative and archival research.
  • Perform general office tasks such as copying, filing and other clerical work.
  • Balance department budget monthly against the College’s financial system reports. Track and advise on budget variances. Ensure compliance with Mount Holyoke’s financial policies and procedures.
  • Oversee office management, including but not limited to: tracking and ordering all of the office supplies and equipment; maintaining and keeping the office of Vice President in order and collecting and distributing mail on a daily basis; and processing incoming and outgoing mail and shipments for UPS.
    Program and Event Support:
  • Work with campus partners to ensure success in all aspects of DEI programs and events. Events include those initiated and/or sponsored by the DEI office, events that include the vice president and are sponsored by other departments, etc.
  • Manage the planning and support for programs and events (meetings, campus workshops, receptions, etc.) including scheduling, making travel arrangements, managing RSVPs and attendees, making room reservations, ordering food and drink, setting up meeting spaces, and other details as needed.
  • Ensure high-quality event logistics; coordinate and/or produce pre-and-post event materials such as invitations, event collateral, nametags, giveaways, and personalized follow up. Work to build and maintain a successful, responsive DEI program. Ensure protocol and guidelines for events are followed and that briefing materials are complete. Work collaboratively and proactively to review and maintain the protocols for successful DEI events.
  • Support and anticipate needs related to special projects and initiatives in the DEI office. Complete other special projects as assigned. Any other duties as assigned.
  •  
    Support for Vice President:
  • Complete a variety of administrative tasks for the Vice President, including but not limited to managing an active calendar of appointments. Help plan, coordinate and ensure the vice president’s schedule is followed and respected. In this capacity, the Assistant to the Vice President fields phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary. In coordinating the schedule of the Vice President, the assistant prioritizes functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the Vice President are carried out seamlessly. Be made available and accessible for timely communication (e.g. by text, cell phone, phone, email, etc.).
  • Compose general hardcopy correspondence for the vice president’s signature as needed. Draft correspondence and presentations in collaboration with the Vice President with activities, including but not limited to: Board of Trustees meetings, special projects, research, and policy manuals. Respond to verbal and written communications on behalf of the Vice President and the DEI department, including, but not limited to, telephone, email, mail and in-person follow ups.
  • Assist the Vice President at meetings with set up, distribution of handouts, presentation and gather items for follow-up, tracking and next steps.
  • Make travel arrangements for the Vice President, coordinating flights, accommodations and other itinerary specifics.
  • Manage purchasing card(s) of the Vice President, including approving and coding transactions monthly in the appropriate reporting system.
  • Serve as office liaison with outside business organizations and industry associations.
  • A successful Assistant to the Vice President will: Communicate in a clear, courteous, and helpful manner with internal and external community members. Respond to internal and external inquiries in an informed and timely manner.
  • Work as part of a team as well as independently on a wide variety of projects. Prioritize work duties, and demonstrate effective time management skills. Multi-task and transition quickly between projects to address specific situations, manage multiple concurrent projects, and still meet strict deadlines.
  • Work effectively under pressure, and with accuracy and attention to detail.
  • Demonstrate excellent oral and written communication capacities and proofreading skills. Possess strong relational and interpersonal skills and maintain effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.
  • Interact professionally with a diverse community of trustees, faculty, staff, students and alum.
  • Possess advanced knowledge of computer software such as word processing, spreadsheet and database management, and desktop publishing.
  • Possess knowledge of clerical office procedures, including knowledge of principles and procedures of record retention and management, as well as skill in operating all standard office equipment.
  • Compose, edit, and/or format business correspondence and reports. Have the ability to interpret and apply pertinent College rules, regulations, policies, and procedures in the course of carrying out their role. 

Qualifications: Bachelor's degree (or equivalent work experience), and at least 5 years’ experience as an administrative or executive assistant.

Preferred Qualifications: A desire to learn and grow in all spaces at all times.

A deep and abiding appreciation for difference among human beings including valuing the importance of learning about others.

An avowed commitment to the importance of diversity, equity and inclusion in the complex nature of human interaction.

Preference given to candidates who can demonstrate experience working with organizations or institutions on diversity and inclusion initiatives.

Preference given to those candidates with experience in an academic institution of higher education.

 

Physical Demands: Requires high level of social contact and communication with students, staff and faculty daily by telephone, e-mail, or in person.
Requires having close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; and viewing a computer terminal.
Mostly an indoor work environment.

Working Conditions: Mostly works in office setting/environment and around campus. The employee will be required to work irregular hours in the evenings and weekends as needed.
  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver

Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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