Executive Secretary Heller College of Buisness

Executive Secretary Heller College of BusinessPosition Title: Executive Secretary Heller College of BusinessCategory: ClericalPosting Number: S0001383Location: ChicagoOpen Date: 08/12/2026Job Type: Full-TimeWorking Hours:Position Summary: The Heller College of Business at Roosevelt University is seeking a dynamic and organized individual to serve as the Executive Secretary to the Dean/Director of MBIRE. This role is pivotal in ensuring smooth operations within the College, providing comprehensive administrative and communication support to the Dean, Assistant and Associate Deans, and serving as the first point of contact for faculty, staff, students, and visitors. The Executive Secretary/Director will also coordinate events and manage social media communication, contributing to the College's vibrant academic and professional environment. This is a full time, at-will, non-exempt, clerical position reporting directly to the Dean of the Heller College of Business. As a new hire, you will become a member of OPEIU local 39 and the hourly rate is $26.71, as outlined in the OPEIU local 39 union contract. Roosevelt University offers many great benefits. Please review our benefits in further detail by clicking this link.Knowledge, Skills and Abilities Required: Supervision/Direction: Individuals at this grade level will work independently in an unstructured and unpredictable environment, and may in fact be responsible to develop and maintain the structure of the office. Individuals at this grade level report to the President, Senior Vice-president or Dean. Responsibility for Others: Individuals at this grade level may oversee the efficient operation of the office and the completion of assigned work. Individuals at this grade level may train, assign and oversee the work of student workers, hourly or other clerical staff. Individuals may be responsible for the accuracy, completion & timeliness of other's work. Individuals may process timesheets and other HR-related paperwork. While clerical employees may oversee the work of others, they may not have responsibility to hire, discipline or terminate. Problem Solving, Follow-up, Decision-Making and Planning: Individuals at this grade level have the ability to assess situations, make and implement decisions, and hold others accountable. Individuals must have the ability to create both short- and long-term plans and communicate the plans to others. Level of Interaction & Confidentiality: Individuals at this grade level have the ability to communicate effectively and maintain confidence in very important matters. Individuals must have the ability to use diplomacy and tact to enhance work relationships. Equipment Supplies & Maintenance: Individuals at this grade level will be responsible to oversee others who maintain the office equipment and supplies. Education and Work Experience: Individuals at this grade level must have completed a minimum of three years of college (90 credit hours) and a minimum of five years professional office experience or four years progressive experience. One-year college education may substitute for one-year office experience and vice-versa. Proficiency in Microsoft Office Suite is required. Ability to manage subcontractors and suppliers. Technical abilities to program institute info screen, and manage event registration. Excellent organizational, communication (written and verbal), interpersonal skills and attention to detail. Ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships. Ability to demonstrate a commitment to service excellence by embodying Roosevelt's core values, mission, and vision in every aspect of the role working with students, faculty, staff, and visitors. A positive and professional demeanor is a must. Demonstrated proficiency in Microsoft Office Suite including Word, Excel, Outlook and PowerPoint, plus Adobe Acrobat.Years of Experience Required: 3 yearsRequired Education: Some CollegeCertification/Licensure Required: NoneMinimum Qualifications: See Knowledge, Skills and Abilities required section.Preferred Qualifications: Experience in Ellucian/Banner is preferred.Equipment Operated: Desktop and laptop computer, phone, multi-function device (copier, printer, fax).Working Conditions: Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and repetition. Moderate level of stress.Priority Application InstructionsDepartmental Contact InformationEssential Job FunctionsDuty and Responsibility: Provide day-to-day administrative assistance to the Dean, Assistant Dean, and Associate Dean ensuring efficient workflow and communication. Prepare and manage faculty correspondence, reports, and other budgeting documents as needed. Schedule meetings, maintain calendars, and manage travel arrangements for the Deans and visitors. Assist in tracking deadlines and following up on tasks to ensure timely completion. Managing library and professional development center including coordinating subcontractors, managing signing up students for professional development classes, and coordinating with real estate club. Coordinating daily operations of the Institute Assist Director and Academic Chairs coordinating with other RU departments.Duty and Responsibility: Serve as the primary point of contact for visitors to the Dean's office, ensuring a welcoming and professional environment. Respond to inquiries from faculty, staff, students, and external stakeholders in a timely and courteous manner.Duty and Responsibility: Oversee the Heller College of Business's social media presence, creating and curating engaging content aligned with the College's mission and goals. Draft and disseminate internal and external communications on behalf of the Dean's office. Collaborate with the University's marketing/communications team to ensure consistent messaging and branding. Tracking scholarships and other student needsDuty and Responsibility: Plan, coordinate, and execute events hosted by the Heller College of Business, including lectures, networking events, meetings, and the MBIREGala. Oversee event logistics, including venue reservations, catering, and materials preparation. Collaborate with University departments and external vendors to ensure successful event delivery. Administering event registrations, supporting events on and off campus, and coordinating special event set up.Posting Specific QuestionsRequired fields are indicated with an asterisk (*).Are you a current employee that is a member of OPEIU Local 391? YesNoDo you have at least 3 years of college (90 credit hours) and 4 years progressive professional experience or 4 years college and 3 years professional experience? YesNoDo you have previous experience working with PAFs, EPAFs, POs, and invoices? (Open Ended Question)Are you a current employee that is a member of OPEIU Local 39? YesNoApplicant DocumentsRequired DocumentsResumeCover LetterList of ReferencesOptional Documents