Executive Assistant and Project Coordinator

Posting Details

Posting Summary

Working Title

Executive Assistant and Project Coordinator

Type of Position

Staff - Full Time

Department

Student Success

Appointment Length

July - June (12 mo)

Benefits Eligible?

Yes

Published Salary

Requested Part-Time Staff Hours

NA

F.T.E.

1.00

Grant Funded Position?

No

If temporary (or grant funded) position, indicate ending date

Description of Job Duties and Responsibilities

Fairmont State University prides itself in providing personalized, responsive, and knowledgeable support to its students as they pursue a transformative education. With that at its heart, the Division of Student Success encompasses various offices that support enrollment management, student affairs, and other university/student support services. Critical to that work is the Executive Assistant and Project Coordinator for the Vice President of Student Success. The person in this role will serve to organize, represent, and coordinate the work of the division and will, more specifically, be responsible for the following:

Administrative support for the Office of the Vice President of Student Success;

Maintain office budgets, generate and check requisitions, making purchases, purchase orders, reimbursements, and reconciliation of purchase card for the Vice President;

Evaluate the effectiveness of administrative operations, make recommendations, and/or takes corrective action when necessary;

Point-of-contact for the Vice President; manages the Vice President’s calendar and correspondence;

Ensure smooth day-to-day operations and fosters collaboration and coordination with departments across campus;

Coordinates meetings and events sponsored by the Office of the Vice President, as needed; Prepares meeting minutes in a timely fashion; disseminate correspondence, and maintain a database of all past minutes; Prepare, collect, and format documents and material for meetings;

Perform high level of support tasks (i.e., corresponds on behalf of the Vice President) that are confidential and sensitive in nature as well as provides leadership in solving routine and general office or building issues;

Enrollment, Retention, Registrar, Health & Wellness, Financial Aid, Institutional Research, Career/Alumni Services, Tutoring, Residential Life, and Student Life administrative operations;

Project Management: Track and update project management shared spreadsheets and documents; gather action items, follow up on tasks, monitor progress to deadlines;

Strategic Planning: Assist Vice President in updating and following through on departmental objectives, goals, strategies, and measurements;

Process Optimization: Assist leadership team in documenting and visualizing university and student processes with an eye towards process improvement;

Student Success Events: Support in planning Student Success initiatives and projects (e.g., Orientation, Recruitment Events, Welcome Week, and Student Life events as needed);

Website: Monitor websites for departments and recommend updates and maintenance.

Minimum Required Education

Baccalaureate degree and two to five years of experience relevant to the job description.

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications

Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint), as well as Adobe Acrobat

Excellent written and oral communication skills

Experience and aptitude for working with highly confidential matters

Demonstrated ability to work collaboratively with colleagues

Demonstrates initiative, independent judgment, and critical thinking

Ability to independently manage projects and work effectively under deadlines

Skilled at creating and following established timelines and procedures

Skilled in database management, including generating queries and reports

Skilled in document management strategies, including file organization and working with multiple document formats

Strong planning, administrative, communication, and organizational writing and technology skills

Highly organized and attentive to details

Skilled at project management

Ability to multi-task and anticipate office needs

Preferred Qualifications

NA

Posting Detail Information

Requisition Number

2022057SP

Number of Vacancies

1

Anticipated Hire Date

ASAP

Position End Date (if temporary)

Job Open Date

02/13/2023

Job Close Date

04/09/2023

Open Until Filled

No

Special Instructions to Applicants

Advertising Summary

Quicklink for Posting

https://www.fairmontstatejobs.com/postings/2977

Job Duties