Overview
EXECUTIVE ASSISTANT Jobs in La Grange, IL at Grayhill, Inc
Dept Number/Name: 0-0431-000 / Victim Assist & Violence Prev
College Division: Stud Affairs-Wellness
Salary Plan: Administrative
Job Code/Title: 4380 / Operations Manager
Hiring Salary/Salary Range: $57,000 – $59,000
Position Number: 00059224
ORGANIZATIONAL SUMMARY:
The Center for Victim Advocacy & Violence Prevention (CVAVP) is part of the Health and Wellness unit within Student Success. Our office fosters a safe, supportive community through innovative primary prevention programs, trauma-informed survivor empowerment, and compassionate, confidential services to USF students, faculty, and staff who have experiences crime, violence, or abuse.
POSITION SUMMARY:
The Administrative Operations Manager is responsible for managing FWS student advocacy staff, assisting with: 1) developing policies and procedures, 2) CVAVP communication and logistics, and 3) ensuring that USF and state policies and procedures are followed. Additionally, this position will have revenue, expense, and budget responsibilities.
Nature of Work: This position reports to an Assistant Director, Associate Director, Director or other appropriate administrator. The Operations Manager must be able to use a high degree of initiative and independent judgment. This position requires human and financial knowledge to manage an operation of an area/unit or department. This position also requires the ability to resolve daily issues that arise in the department, excellent communication skills and the ability to develop and maintain highly effective working relationships.
RESPONSIBILITIES:
Serve as the first point of contact for individuals seeking support and resources related to victim advocacy and violence prevention. Oversee day-to-day administrative support activities, including handling phone calls, managing the VA mailbox, walk-ins (on in-office days), scheduling participants or clients, assisting with staff calendars, and processing record requests. Provide appropriate support and resources during crisis situations.
Manage office logistics such as ordering supplies, paying bills, tracking and maintaining the budget, reconciliation, processing work orders, and assisting with violence prevention event logistics. Help manage the file and information systems (specifically Vector, Maxient, and Canvas), including organization, maintenance, custody, archiving, storage, and record retention/destruction processes, as well as tracking case files, pulling & creating reports, making edits, and working with systems administrators regarding updates/edits. If awarded FWSP, recruit & supervise students.
Assist in the development & implementation of administrative office policies and procedures, CVAVP strategic goals, and office forms. Work with the Director to develop and manage the CVAVP Canvas platform, which will include policies & procedures, resources, training materials, staff required trainings/forms, etc.
Assist in developing and distributing (including through Bullsconnect) informational and marketing materials, including pamphlets, flyers, and social media posts. Help develop targeted campus and community distribution lists. Collaborate with the Director to develop and launch to launch the State of Florida Advocacy Network, featuring a listserv and bi-monthly virtual meetings.
Create and maintain a professional LinkedIn page for the office, ensuring alignment with organizational goals and branding. As requested, support staff in building and optimizing their individual LinkedIn profiles to reflect their expertise and contributions. Maintain the CVAVP website.
Assist in developing agendas for staff meetings; record, organize, and maintain meeting notes and documentation. As requested, assist with materials for bi-weekly professional development sessions (LEAD Learn, Envision, Assess, Develop). Actively participate in staff meetings, trainings, and professional development activities as required.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
This position requires a High School diploma or equivalent with four years of customer service related experience including at least one year of supervisory experience.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is
conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an
alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelors degree;
(c) Six years of direct experience for a masters degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration
required for the position of employment as established by the public employer and indicated in the
advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.
PREFERRED QUALIFICATIONS:
Master’s degree and 3 years of administrative/higher education work experience, with a passion for helping others.
Title: EXECUTIVE ASSISTANT
Company: Grayhill, Inc
Location: La Grange, IL
