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Executive Assistant

Hiring Department

Graduate School

Job Description

This position provides administrative support for the Dean of the Graduate School/Vice Provost for Graduate Studies and coordinates high level activity for the Graduate School.

General Duties for Graduate School (GS):
  • Provide administrative support, most often involving highly confidential, timely, and/or sensitive materials and situations.
  • Greet visitors, receive and respond to incoming calls in a courteous and authoritative manner; determine needs, redirect to others as appropriate; manage calendars (dean of the graduate school/vice provost for graduate studies, and associate dean of the graduate school) and schedule appointments.
  • Coordinate and assist in planning special events both on- and off-campus, including but not limited to recruitment events and award celebrations. Preparing invitations and RSVPs, staffing the event, arranging flights and housing accommodations, food and beverage, and budget tracking.
  • Assist in preparing for meetings. Anticipate information needs such as including itineraries, agendas, supporting documents and materials; arrange information folders.
  • May act as liaison between the GS and others, making arrangements, preparing materials, overseeing project budget, and posting information to website.
  • Handle travel arrangements for all administrative staff. Purchasing card for registrations, airfare.
  • Participate in commencement preparation with the GS staff.
  • Schedule GS classes, order text books, prepare course evaluations for instructors
Graduate Fellowship Support:
  • Manage several awards and fellowships (e.g., supplemental fellowships; named fellowships; graduate student travel awards, including the Bies International Travel Award).
  • Assist the associate dean with spring fellowship decisions, including coordinating review panels, collecting reviews, maintaining database of all fellowship awardees, checking academic status of current awardees.
  • Create graduate student certificates for the International Teaching Assistant Program and other recognitions.
Responsibilities for Graduate Faculty Senate:
  • Manage Graduate Faculty Senate activities, including arranging rooms/scheduling virtual meetings for monthly meetings, attending meetings and taking minutes, updating web page with minutes and any new policies.
  • Liaison for the senate with academic units regarding status of proposals and updates and senate membership.
  • Primary contact for academic unit nominations for graduate and doctoral faculty membership. Maintain database of faculty status, notify units when doctoral faculty membership renewals due, generate letters acknowledging graduate or doctoral faculty membership.
Skills Required
  • Knowledge of PeopleSoft and myZou
  • Canvas or other LMS software
  • Microsoft Word, Excel, PowerPoint, Adobe Professional
  • Database management
Skills Preferred but not required
  • Knowledge of WordPress web page design and construction
Required Personal Characteristics
Good with details, highly organized, team player, ethical, able to maintain confidentiality, reliable, sociable, able to multitask.


Salary Range: $17.43 - $28.85 per hour
GGS Grade: 008
University Title: Executive Assistant

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.


8:00 a.m. – 5:00 p.m., Monday through Friday

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

Experience working in higher education, knowledge of graduate education

Application Materials

University of Missouri online application, resume and cover letter.

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at

Values Commitment

We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

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