Institute Executive Administrator

Summary

Position Title

Institute Executive Administrator

Department

Public Policy Institute

Status

Full Time/Exempt

Position Summary

The Institute Executive Administrator for the Jacksonville University Public Policy Institute (“Institute”) has diverse responsibilities, including the following:  (1) Office Administration and Management, (2) Staff to Institute Boards and Committees (3) Institute Program administration, (4) Institute Social Media,  (5) Institute Website, (6) MPP Recruiting, in coordination with the Admissions Office, MPP Admissions Committee, MPP Program Manager, and Institute Director, (7) Coordination of Institute media appearances and community engagement, and (8) Executive Assistant to the Institute Director and MPP Program Manager.   

Essential Job Duties

Office Administration and Management 

  • Management and maintenance of Institute Offices
  • Scheduling for Institute Director, MPP Program Manager
  • Scheduling Institute programs, facilities, classrooms, board and committee meetings, etc.
  • Document creation, production, maintenance, and archiving
  • Procurement, supplies, travel reimbursement, etc.
  • Development and maintenance of Institute databases – includes databases for events, capstone projects, internships reports, assessment data, contact data, etc.
  • Maintenance of all Institute photographs, videos, event documents (PowerPoint, agenda, minutes, etc.), marketing materials (flyers, brochures, etc.).

Staff to Institute Boards and Committees

  • Staff and support for all Institute Boards and Committees – Includes scheduling, invitations, agendas, preparation of minutes, logistics, cratering, etc. Lead liaison to Boards and Committees.
  • Boards include the Institute Board of Advisors and MPP Minority Fellowship Board of Advisors; Committees include three Institute Standing Committees: MPP Admissions Committee, MPP Faculty Governance Committee, and NASPAA Accreditation Subcommittee 

Institute Programs – On campus and off campus - Planning, logistics, coordination, and execution 

  • Program planning, coordination, and logistics – includes scheduling, invitations, facilities, facilities preparation, reservations, technology requirements, audio and visual equipment, catering, site visits, etc.
  • Photography, videography, etc. planning and execution 
  • Catering, parking, signage, technology
  • Collection, development and maintenance of Institute database (contact info) for program attendees 

Institute Social Media 

  • Social Media – Active presence on Twitter, Facebook, Instagram and LinkedIn.
  • Social media for Institute events, media appearances, faculty and student activities, etc.
  • Social media as tool for MPP recruiting
  • Monitoring and reporting (monthly) on social media analytics and Institute activity
  • Live tweeting of Institute events
  • Includes strategy, content, drafting posts, implementation, analytics review
  • Works with Marketing, web advisor, and MPP Program Manager  

Institute Website 

  • Works closely with MPP Program Manager and Marketing Department on website, including content, updating, graphics, photographs, videos, commentary feeds 

Institute Media Appearances and Community Engagement 

  • Identification, listing and archiving all Institute media appearances on television and radio as well as print and other media
  • Utilization of Institute media appearances for marketing, recruiting and other purposes

Institute MPP Recruiting

  • MPP recruitment coordination
  • Assist with development of MPP recruiting plan
  • Scheduling MPP information sessions and classroom presentations
  • Maintenance and updating of all MPP inquiries, applications, acceptances, deposits, etc.
  • Maintaining and updating marketing materials (under the supervision of the MPP Program Manager),
  • Preparation and distribution of offers of admissions, denials of admission, etc.
  • Preparation of MPP Minority Fellowship materials, etc. – Leading role with MPP Minority Fellowship Board and recruiting
  • Member of Admissions Committee and Scholarship committee
  • Reach out to MPP applicants as needed

Executive Assistant to Institute Director and MPP Program Manager

  • Works with Institute Director and MPP Program Manager on a daily basis – includes scheduling, calendar management, document review and preparation (including agendas, minutes, year in review, letters of recommendation, correspondence, marketing materials, etc.), document (including photographs and video) management and archiving, technology, communication with board, and assisting Director and MPP Program Manager as needed.  

Special Skills

  • See qualifications and job description. In particular, position requires computer proficiency and technology skills, organizational skills, and the ability to work with people. 

Work Conditions

The Institute is housed in the Davis College of Business (DCOB) at Jacksonville University. Standard office hours are 8:30 am to 5:00 pm, with occasional evening and weekend events. Most work is done in doors in DCOB, but the Institute works collaboratively with the JU faculty and many University Departments, including Graduate Admissions, the Registrar, the Marketing and Communications Department, Finance and Administration, University Advancement, and the university Web Manager. The Institute also works collaboratively with diverse internship partners, the media (television and radio), the Graham Center at the University of Florida, the Notre Dame Club of Greater Jacksonville, the Chamber of Commerce, local government, non- profit organizations, and other organizations. Some minimal travel may be needed in working with community organizations and in marketing and recruiting.

Physical Requirements

Office work required. Must be able to work on computer, draft documents and communicate effectively. 

  • Must be able to lift and carry equipment and supplies weighing up to 40 pounds.
  • Must be able to bend, stoop, and reach.
  • Manual dexterity to efficiently operate a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.

Prerequisites Required for Position

Minimum Education Requirement

  • Bachelor’s or Graduate degree preferred, but not required. 

Minimum Work Experience

  • See job qualifications, description and special skills.

Preferred Qualifications

  • Bachelor’s degree
  • Administrative and office support experience;
  • Office Management experience;
  • Technology and computer skills, including Microsoft Office Suites, Word, Excel, etc.;
  • Social media, internet and website skills; 
  • Marketing experience a positive;
  • Interpersonal skills  

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

Covid Vaccination Information: Faculty and Staff

All Jacksonville University employees who work at any JU facility must be vaccinated against COVID-19.

For more information regarding the JU vaccination policy, please click the link below.

JU Vaccination Policy

To Apply

Interested applicants are asked to send a completed JU Application and copy of their resume, cover letter, and list of references to Rick Mullaney at ppi@ju.edu