ATSU - Executive Assistant

A.T. Still University invites applications for a non-exempt Executive Assistant on the Kirksville, Missouri campus. The executive assistant reports to the assistant to the president/secretary to the board of trustees (BoT). The executive assistant is a member of the President’s Office team and supports the Office of the Senior Vice President–Academic Affairs (SVPAA). S/he must exercise sound judgment in a variety of situations, and manage and impart confidential information in a professional manner.

Major Job Duties:

• Complete a variety of clerical/administrative duties for both the SVPAA and President’s Offices.
• Support SVPAA senior executive assistant, President’s Office senior executive assistant, assistant to the president, and president.
• Develop effective and cooperative professional working relationships (internally and externally) as a means to expedite and improve services for faculty, staff, students, alumni, and stakeholders.
• Handle requests for information and assistance from students, faculty, staff, and alumni.
• Use Microsoft Office (Word, Excel, Access, PowerPoint), Adobe Acrobat, etc. to accomplish office activities in an effective and efficient manner.
• Utilize procurement system and expense/travel reimbursement system to order items, pay vendors, and process travel expense reports for SVPAA, president, trustees, vice presidents, etc.
• Work closely and effectively with SVPAA, senior executive assistants, assistant to the president, and president to keep them well informed of any issues.
• Handle other duties and special assignments as requested.

Job Responsibilities:

1. Sr. Vice President–Academic Affairs

• Electronically file contracts/agreements
• Assist in gathering information and preparing quarterly reports for Board of Trustees’ meetings
• Support University Wide Assessment Committee as needed
• Disseminate program tuition increase emails to students annually
• Assist with preparing/updating faculty handbook

2. President’s Office programs or services

1. Prepare full-time and part-time faculty contracts and amendments
2. Review/process requests for: i) advance/retreats, ii) alcohol, iii) work location, iv) retirement reception, and v) use of ATSU facilities by external community
3. Assist with complex and detailed events

• Board of Trustees meetings (quarterly)
  • Work with Communication & Marketing (C&M) to order appreciation gifts
  • Assist at events as needed
• Special Functions (i.e., Open Forums, Coffee with President, appreciation events, etc.)
  • Work with C&M to design electronic invitations
  • Distribute invitations and handle RSVPs (Google form)
  • Secure location, order refreshments and ensure set up (arrange for tables, chairs, AV, etc.)
  • Assist at events as needed
• Welcome Picnic (annually)
  • Work with C&M to design electronic invitations
  • Distribution invitation and handle RSVPs (Google form)
  • Secure location, order food and ensure set up (arrange for tables, chairs, AV, etc.)
  • Assist at event as needed
• Commencements/White Coat Ceremonies (KCOM & MOSDOH)
  • Work with C&M to design electronic and print invitations
  • Distribute invitations and handle RSVPs
  • Proof programs and scripts
  • Assist at events as needed

d. Create and maintain office databases

• University committees database
• President’s office contacts/address database

e. Surveys

• Complete Higher Learning Commission’s Annual Institutional Update
• Complete Peterson’s Survey

3. Office management

1. Answer, screen, and manage incoming calls
2. Proof correspondence and material
3. Handle reservations for President’s Office conference room and Board room
4. Prepare thank you notes, congratulations notes, sympathy cards, birthday cards, etc.
5. Order flowers, swag items, appreciation gifts
6. Purchase supplies at Walmart and Hy-Vee
7. Schedule approved appointments
8. Complete expense reports
9. Receive and interact with office visitors. Expected to be the first line of communication for the office, potentially speaking with students, administration, faculty, staff, alumni, stakeholders, trustees, legislators, and potential students, trustees, and employees.
10. Liaise with internal staff at all levels
11. Interact with external stakeholders
12. Disseminate holiday card (print and electronic), Still Magazine, and Spark Magazine
13. Review operating practices and recommend improvements
14. Organize and maintain paper and electronic files and records
15. Maintain office equipment

4. Complete Required Employee Education annually

5. Serve on university/college/school committees as assigned

Skills/Requirements:

• High school or GED plus 1 year technical training or schooling
• Additional college education would be considered an advantage
• Computer skills. Expected to be competent in MS Office (i.e., Word, Excel, Access, PowerPoint), Adobe, and other software
• General office procedures, office management, filing
• 1 - 2 years' experience with:
  • Clerical/office management experience. Experiences should reflect the ability to work cooperatively in a team environment.
  • Event planning and coordination.
  • Handling difficult customers, scenarios, situations, etc.
• Expected to be up-to-date on best practices for working in a professional office.
• Expected to follow instructions from supervisor and understand instructions. Need to relay messages or instructions to others from supervisor.
• Reading and comprehension skills.
• Time management and organizational skills. Expected to prioritize work and handle multiple requests and deadlines.
• Information gathering skills.
• Attention to detail, high level of accuracy expected.
• Discretion and confidentiality.
• Initiative. Demonstrates a positive attitude, interest, and enthusiasm. Capacity to act promptly to consistently meet and exceed objectives.
• Dependability. Responds to requests for service and assistance, responds to management’s direction and takes responsibility for own actions.
• Organized and willing to work under pressure on varied and diverse projects.
• Able to prioritize tasks along with ability to accept interruptions as part of the routine.
• Resourceful, creative, and professional with ability to interact in a flexible, respectful, and positive manner with all contacts within the University and externally.
• Ability to work collaboratively as a team member.
• Exemplary in representing ATSU, especially in levels of maturity, responsibility, judgment, and conduct.
• Able to receive and offer constructive criticism and work closely and harmoniously with co-workers.
• Able to complete projects based upon past experiences and problem solving experiences.
• Knowledgeable of the University and its policies and procedures.
• Professional appearance and personality.
• Some Saturday and evening hours necessary
• Some travel may be required.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits .