Assistant to Vice President

Job Title

Department

Worker Type

Pay Type

Position Salary Minimum

Position Salary Maximum

Salary will be commensurate with the level of the position, education, and experience.

Scheduled Weekly Hours

Benefit Eligible

Screening Date

Job Description Summary

Job Description

Essential Duties

Executive Operations & Strategic Support

• • Calendar & Schedule Management: Proactively manage and optimize the Vice President’s complex executive calendar; evaluate strategic priorities, resolve scheduling conflicts, and ensure effective allocation of the VP’s time.
  • Schedule all travel arrangements for the VP and submit travel reimbursements.
  • Executive Preparation & Briefings: Anticipate the VP’s daily needs by gathering background materials, preparing comprehensive briefing packets, and compiling meeting materials ahead of high-level engagements.
  • Communication Management: Serve as the principal point of contact and liaison for the office. Screen and route incoming correspondence and requests from senior leadership, external partners, and government officials.
  • Project Oversight & Follow-through: Track administrative action items arising from executive meetings, committee deliberations, and partnership discussions; follow up with stakeholders to ensure timely execution.
  • Manage budget for Office of Strategic Transformation. Process budget transfers, requisitions, manage and reconcile the departmental and  VP’s credit cards.  

Partnership & Division Coordination

• • Liaison & Collaboration: Work closely with the Office of Strategic Transformation team (e.g., Associate VPs, Industry Partnership Liaisons) and academic divisions to facilitate interdepartmental workflows.
  • Hosting: Lead the planning, coordination, and execution of high-level partner campus visits. Including drafting agendas, itineraries, briefing materials and securing meeting spaces and other hospitality needs.

Administrative Leadership & Office Management

• • Manage day-to-day operations of the office of the VP, including ensuring compliance with policies and procedures, reviewing communications, and assisting with human resources transactions.
  • Information & Confidentiality Management: Handle sensitive, confidential, and proprietary information regarding university strategy, policy, personnel matters, and partnership terms with appropriate discretion and in accordance with university policies.
  • Office Workflows: Standardize administrative processes, digital archiving, and records management within the Office of Strategic Transformation to maximize efficiency.

Communications & Special Projects

• • Executive Drafting: Draft, edit, and proofread complex executive communications, institutional reports, announcements, slide presentations, and formal correspondence on behalf of the Vice President.
  • Special Initiatives: Support and coordinate special administrative projects tied to the implementation of the strategic plan and university transformation goals.

 Minimum Qualifications

• • Bachelor's degree and minimum of 3 years of administrative experience, preferably in higher education or an executive setting.

Preferred Qualifications

• • Experience in higher education administration, corporate relations, or strategic partnerships.
  • Experience working with university enterprise software (Workday, Concur, Slate, Google Applications, Microsoft Office).

Required Knowledge, Skills, and Abilities

• • Executive Discretion & Professionalism: Demonstrates exceptional judgment, tact, and composure when dealing with sensitive, high-profile matters and diverse stakeholders.
  • Project & Priority Management: Highly organized with demonstrated ability to multitask, manage tight deadlines, adapt to changing priorities, and drive results in a dynamic environment.
  • Communication Excellence: Outstanding written, verbal, and interpersonal communication skills; capable of representing the VP and the Office professionally and accurately, within delegated authority.
  • Problem-Solving Skills: Strong critical thinking skills with a proactive approach to anticipating needs and resolving complex operational problems independently.
  • Technology Proficiency:Proficiency with calendar management, word processing, spreadsheets, presentation software, and virtual meeting platforms. 

Preferred Knowledge, Skills, & Abilities

• • Broad understanding of university organizational structures, governance, and academic processes.

Additional Position Information (if applicable)

Required Application Documents

Special Instructions (if applicable)

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed toADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement
Miami Universityis a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility.

For more information on Miami University’s mission and core values, please visit theMission and Core Values webpage.

EqualOpportunity/Affirmative Action Statement
Miami University, an EqualOpportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed toADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at:http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit ourLabor Law Posters webpage to access all relevant and applicable labor law information.