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Overview

The Executive Secretary provides administrative support to the Vice President of Washington Operations as well as faculty and staff of the Washington D.C. campus in a well-organized and timely manner. This position plays and integral role in the departments’ overall productivity and success.

 

Responsibilities

1. Serve as Executive Secretary to the Dean of the Van Andel Graduate School of Government and Vice President of Washington Operations, as well as the Director of Academic Programs, for the Washington, D.C. Campus of Hillsdale College.  
2. Manage calendar appointments, correspondence, research, travel arrangements, and expense reports.
3. Streamline and maintain a filing system for electronic and physical files; ensure that documents are properly ordered and available in a timely manner.
4. Track and prepare regularly scheduled reports for the Vice President of Washington Operations (i.e. President's Report, Provost's Report, and reports for Institutional Advancement).
5. Assist the Dean and Director of Academic Programs in coordinating with key offices on the main campus, in particular the Office of the Provost.
6. Act as the official point of contact on behalf of the Dean for graduate students of the D.C. campus, regarding class offerings and schedule for each semester and other official communications from the Office of the Dean, such as student advisory and formal activities.
7. Serve as intermediary for faculty and a point of contact for administrative needs (i.e. reimbursements, contracts, travel arrangements).
8. Assist in the admissions process by scheduling and organizing official interviews, notifying applicants of admissions decisions, and additional formal communication.
9. Assist with internal support of the Van Andel Graduate School of Government as needed.
10. Schedule visits and act as host to the guests and visitors of the Vice President and Dean, and Director of Academic
11. Manage and maintain all internal office calendars.
12. Serve as general administrative and operational support for the Washington, D.C. Campus assisting with special projects and performing additional duties as assigned.
13. Support the Program Coordinator as back-up for the reception area as needed.

 

Qualifications

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Education & Experience

Bachelor’s degree required. Experience in administrative work preferred.

 

Other Skills

• Understand and support of the mission of Hillsdale College, specifically as it relates to the goals and objectives of the Washington, D.C. Campus.
• Demonstrate attention to detail and outstanding organizational skills.
• Possess a working knowledge of Microsoft Outlook, Word, and Excel.
• Demonstrate a hardworking, resourceful, creative, “can-do” attitude with the ability to facilitate close teamwork with other College personnel.
• Possess outstanding verbal and written communication skills and excellent interpersonal skills.
• Multitask and prioritize in order to achieve goals on deadline.
• Execute discretion and maintain a high level of confidentiality.
• Remain flexible based on the changing needs and priorities of the Washington, D.C. Campus.

 

Personal Characteristics

The Washington D.C. Campus works closely with College staff, students, donors, alumni, and outside employers.  A clean and neat appearance and a pleasant relationship that is supportive of the College mission are essential.  This relationship needs to be pleasant, supportive, and professional, while maintaining confidentiality as needed.

 

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment.  The Mission Statement should be considered in all aspects of the position.  The teaching of Christian faith shall remain a conspicuous aim of the College.