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Executive Administrative Assistant

Job Details

  • TITLE: Executive Administrative Assistant

    DEPARTMENT: Academic Affairs

    REPORTS TO: Provost and VP for Academic Affairs

    EFFECTIVE DATE: TBD

    EMPLOYMENT STATUS: Full-Time

    EMPLOYMENT CLASSIFICATION: Exempt



    SCOPE OF RESPONSIBILITY:

    The Office of the Provost is seeking a dynamic and qualified professional Executive Assistant to provide administrative oversight under limited supervision, coordinates, oversees, and/or performs a wide variety of administrative, fiscal and program support activities for the Vice President for Academic Affairs and the larger Academic Affairs unit as needed. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Develops and manages all formal records and archives for the Office of the Vice President. Provide specialist services in the areas of budget and fiscal management, public and community relations and general business administration.



    ESSENTIAL JOB FUNCTIONS:
  • Assists in the coordination, supervision, and completion of special projects as appropriate.
  • Coordinates fiscal activities and maintains accounts for the Office of the Vice President for Academic Affairs.
  • Creates, composes, and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
  • Leads and guides the work of staff and/or student employees, as appropriate; may participate in training and evaluative sessions.
  • Organizes, facilitates, and follows up on issues related to the division, as required.
  • Oversees and administers the day-to-day activities of the office; may assist in developing policies, procedures, and systems which ensure productive and efficient office operation.
  • Provides administrative support for the Vice President, including managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
  • Provides assistance and support in areas such as project planning and management, and development and execution of stated goals and objectives.
  • Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  • Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
  • Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving including planning, developing, and implementing projects and programs.
  • Performs other duties as assigned.


MINIMAL QUALIFICATIONS:
  • Bachelor’s Degree from an accredited institution, or an equivalent combination of education and training that provides the requisite knowledge, skill and abilities.
  • Experience in a higher education setting in an office administrator capacity.
  • Expert level skill and the use of Microsoft Office; Excel, PowerPoint, and Outlook; experience and the use of Adobe Acrobat.
  • Demonstrated ability to interpret educational accrediting regulations, policies, and standards.
  • Strong interpersonal skills, good judgment, and an ability to work both independently and in a highly collaborative environment
  • Good problem-solving, technical and analytical abilities
  • Strong organizational skills and attention to detail; A high level of integrity and professional accountability.


PREFERED QUALIFICATION:

Master’s degree in related areas

KNOWLEDGE, SKILLS, and ABILITIES:
  • Ability to create, compose, and edit written materials.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to resolve customer complaints and concerns.
  • Demonstrated ability to maintain confidentiality.
  • Excellent oral, written, and communication skills; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
  • Information research skills.
  • Knowledge of general accounting principles, procedures, systems, and documentation.
  • Knowledge of office management principles and procedures.
  • Knowledge of procurement rules and regulations.
  • Organizing and coordinating skills.
  • Project management skills.
  • Requires a precise command of grammar, punctuation, spelling, and the correct usage of the English language. Must be adept at consistently multitasking while accurately attending to detail.
  • Skill in budget preparation and fiscal management.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.


SUPERVISOR RESPONSBILITES:
  • This position includes supervision of student workers and may include others as assigned for specific tasks and projects.
PHYSICAL REQUIREMENTS :
  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort is required.
  • No or very limited exposure to physical risk.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

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