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
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
Leads and guides the work of staff and/or student employees, as
appropriate; may participate in training and evaluative
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
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.
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
Expert level skill and the use of Microsoft Office; Excel,
PowerPoint, and Outlook; experience and the use of Adobe
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
Good problem-solving, technical and analytical abilities
Strong organizational skills and attention to detail; A high
level of integrity and professional accountability.
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
Ability to gather data, compile information, and prepare
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
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
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
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
No or very limited physical effort is required.
No or very limited exposure to physical risk.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity
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.