Executive Support Specialist I/II

Position Details

Position Information

Requisition Number

S1704P

Home Org Name

External Engagement and Support

Division Name

VP for Research and Economic Dev

Position Title

Executive Support Specialist I/II

Job Class Code

DB24A/B

Appointment Status

Full-time

Part-time FTE

Limited Term

No

Limited Term Length

Job Summary

The Executive Director of the Office of External Engagement and Support (and of the Auburn Research and Technology Foundation) is seeking an Executive Support Specialist position. The individual selected will provide executive level support with significant emphasis on complex administrative responsibilities. Under general supervision, this position manages office operations, creates management reports, and works independently on ongoing and special projects. Exercises discretion and deals with information of a sensitive and confidential nature.

To learn more about The VP for Research & Economic Development Division, please visit: https://cws.auburn.edu/ovpr

About Auburn: At Auburn, our work changes lives. Ranked by U.S. News and World Report as a premier public institution, Auburn University is dedicated to shaping the future of the people of Alabama, the nation, and the world through forward-thinking education, life-enhancing research, scholarship and selfless service. Auburn is nationally recognized for its commitment to academic excellence, community outreach, positive work environment, student engagement, and thriving community.

Why employees choose Auburn: Auburn University was named by Forbes Magazine as one of the state of Alabama’s best employers, with employees staying an average of ten years. Employees enjoy competitive benefits that include top-notch health insurance, generous retirement plans, tuition assistance for employees and dependents, flexible spending accounts and more!

Learn more about Auburn’s impact, generous employee benefits, and thriving community by visiting aub.ie/working-at-auburn .

Our Commitment: Auburn University is committed to a diverse and inclusive campus environment. Visit www.auburn.edu/inclusion to learn more about our commitment to expanding equity and inclusion for all.

Essential Functions

Assists the Executive Director (and leadership team) with all meetings; maintains calendars, files, and confidential information. Prepares presentations utilizing Excel spreadsheets and PowerPoint. May assist others in administrative functions such as, but not limited to, letter and memo writing, document reviews, compiling reports, presentation preparation and maintaining calendars.

Maintains all appropriate records and documentation associated the Auburn Research and Technology Foundation ( ARTF ) and the ARTF Board. Assists with the planning and execution of ARTF board meetings. Engages in correspondence with ARTF Board as necessary.

Assists with the planning and execution of large or complex meetings with both internal and external stakeholders.

Schedules appointments, contacts required attendees for availability, reserves meeting rooms, records and transcribes minutes of meetings for record.

Coordinates conferences and travel and makes all necessary arrangements.

May monitor and oversee administrative budget to ensure overall budget compliance.

Assists in the development and maintenance of data and databases as needed.

May serve as a liaison with other departments and outside agencies, including other members on the management team.

Serves as liaison to Auburn’s OIT office with respect to identifying, supporting, and meeting the individual computing and cellular needs of the office.

Provides guidance to departmental staff regarding university and department policies, processes, and procedures.

Responds to or appropriately routes queries from the contact areas of relevant office websites.

With training, develops and executes print jobs ranging from basic to intermediate levels of complexity utilizing the Xerox digital press, including but not limited to meeting programs and agendas, tent cards, name tags and similar.

Maintains inventory of and orders office supplies, materials, and equipment

May supervise students.

May perform other duties as assigned.

Minimum Education and Experience

Education Level

High school diploma or equivalent

Field of Study

Years of Experience

4 years

Area of Experience

Experience in administrative support services

Requirements for Additional Job Levels

Level II – 6 years’ experience in administrative support services

Alternate Minimum Education and Experience (If available)

Education Level

Field of Study

Years of Experience

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Area of Experience

Requirements for Additional Job Levels

Minimum Skills, License, and Certifications

Minimum Skills and Abilities

Minimum Technology Skills

Minimum License and Certifications

Desired Qualifications

Desired Qualifications

• Experience with Banner self-service, Banner Admin, Microsoft suite.
• Good communications skills.
• Professional demeanor.
• Bachelor’s degree or higher from an accredited institution.

Posting Detail Information

Salary Range

$30,160 - $52,100

Job Category

Office/Administrative Support

Working Hours if Non-Traditional

City position is located in:

Auburn

State position is located:

Alabama

List any hazardous conditions or physical demands required by this position

Posting Date

06/08/2022

Closing Date

EEO Statement

Auburn University is committed to an inclusive and diverse campus environment.

Women, underrepresented groups, individuals with disabilities and veterans are encouraged to apply.

AUBURN UNIVERSITY IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER . It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.

Special Instructions to Applicants

Please submit a resume along with a cover letter and three professional references.

Quick Link for Internal Postings

https://www.auemployment.com/postings/29785
Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please select how you first became aware of this opportunity. Your response helps us determine how we can more effectively reach our candidates.
   • LinkedIn
   • AcademicKeys
   • The Chronicle of Higher Education
   • DiversityJobs
   • HigherEdJobs
   • HERC (Higher Education Recruitment Consortium)
   • Indeed
   • RecruitMilitary
   • The Tuskegee News
   • Professional organization or journal
   • Veterans Assistance Services
   • Disability Assistance Services
   • State Employment Service
   • Social Media
   • AU Job Bulletin
   • Notified by an Auburn employee
   • College or university Career Services
   • I went to the AU Employment Website directly (www.auemployment.com)
   • Other
2. * Do you have a high school diploma or equivalent?
   • Yes
   • No
3. * Do you have a minimum of four (4) years' experience in administrative support services OR a degree to use in lieu of some experience?
   • Yes
   • No