Executive Assistant- AL Cooperative Extension System

Position Details

Position Information

Requisition Number

S2775P

Home Org Name

ACES Admin Offset

Division Name

AL Cooperative Extension System

Position Title

Executive Assistant- AL Cooperative Extension System

Job Class Code

AS11

Appointment Status

Full-time

Part-time FTE

Limited Term

No

Limited Term Length

Job Summary

This is an internal opportunity for current full-time Auburn University and Alabama Cooperative Extension System ( ACES ) employees. This does not include TES workers.

The Alabama Cooperative Extension System ( ACES ) is seeking applications for an Executive Assistant. The position provides executive level administrative support for the Alabama Cooperative Extension System ( ACES ). Under general supervision by the ACES Director, the Executive Assistant of Alabama Cooperative Extension System manages office operations, develops documents both internal and external to ACES including, but not limited to, county, state, and federal partners, external stakeholder groups, and ACES auxiliary units (AL 4-H Center, AL 4-H Foundation, County Offices, and the Graham Farm and Nature Center). This position works independently on ongoing and special projects, exercises discretion, and deals with information on a sensitive and confidential nature.

Essential Functions

• Assists the Director of the Alabama Cooperative Extension System ( ACES ) for all meetings, maintains files, calendars, and confidential information. Coordinates and maintains the Director’s calendar and schedules and resolves scheduling conflicts. Plans and coordinates meetings with different groups, committees, and individuals: receptions and other events consisting of determining dates, location, menu, set up, and ordering whatever is needed for the event(s). Records and transcribes minutes of meetings for record as needed.
• Assists with the Director’s calendar and scheduling. Coordinates complicated travel arrangements and reimbursement requests for the Associate Director(s) and other members of the leadership team(s) as requested.
• Compiles information and prepares reports/presentations and drafts routine correspondence, agendas, etc.
• Assists with the Director’s calendar and scheduling. Prepares complicated travel assignments and reimbursements. Coordinates complicated travel arrangements for the Associate Director(s) and others as assigned, as well as travel arrangements/reimbursements.
• Interacts with Auburn University and Alabama A&M University ( AAMU ) officials and special
  groups and maintains positive relationships throughout Auburn University and AAMU .
• Serves as the Directors liaison in supporting the ACES Disaster/Emergency Preparedness Response/Recovery/Relief Teams statewide. This function serves as a conduit to other county,
  state and federal partners (County officials, state entities such as ADEM, and federal agencies
  such as USDA ).
• Serves as the backup to the administrative support functions for all Assistant Directors for County Operations (seven regions).
• Coordinates meetings specific to ACES for both campuses by working with staff on both campuses for scheduling, reserving meeting rooms, recording and transcribing minutes for
  record, and assisting in other administrative functions (document preparation and review,
  presentation preparation, spreadsheets, etc.).
• Assists the Director in meeting preparation specific to Southern Region Workgroups, Southern Region Program Leadership Network, and other leadership events throughout the year.
• Serves as the AU United Way lead for all of ACES statewide.
• Performs other duties as assigned.

Minimum Qualifications

Minimum Qualifications

Education:
Associate’s Degree, no specific discipline

Experience:
5 years of experience as an executive administrative assistant with progressively increasing levels of responsibility and accountability.

Minimum Skills, License, and Certifications

Minimum Skills and Abilities

• Advanced knowledge of modern office practices, procedures, and equipment.
• Excellent communication and customer service skills.
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Excellent leadership skills including the ability to lead and provide direction.
• Excellent organizational and time management skills.
• Ability to work independently to accomplish assigned goals in a timely manner and ability to work with detailed information with attention to accuracy.
• Strong familiarity with Extension work.

Minimum Technology Skills

• Proficiency in MS Word, PowerPoint, Excel and Outlook.

Minimum License and Certifications

Desired Qualifications

Desired Qualifications

• Previous experience using Banner software, to include Banner Finance
• Previous experience processing University vendor vouchers and journal vouchers
• Bachelor’s Degree
• Experience with the Alabama Cooperative Extension System

Posting Detail Information

Salary Range

$44,700-$76,000

Job Category

Administrative

Working Hours if Non-Traditional

City position is located in:

Auburn

State position is located:

Alabama

List any hazardous conditions or physical demands required by this position

Posting Date

06/05/2023

Closing Date

06/15/2023

EEO Statement

Auburn University is committed to an inclusive and diverse campus environment. Women, underrepresented groups, individuals with disabilities and veterans are encouraged to apply.

AUBURN UNIVERSITY IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER . It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.

Special Instructions to Applicants

Please utilize the attachment feature and attach the following: cover letter, resume and professional references. Only complete application materials will be accepted for review.

Quick Link for Internal Postings

https://www.auemployment.com/postings/38580
Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please select how you first became aware of this opportunity. Your response helps us determine how we can more effectively reach our candidates.
   • LinkedIn
   • AcademicKeys
   • The Chronicle of Higher Education
   • DiversityJobs
   • HigherEdJobs
   • HERC (Higher Education Recruitment Consortium)
   • Indeed
   • RecruitMilitary
   • The Tuskegee News
   • Professional organization or journal
   • Veterans Assistance Services
   • Disability Assistance Services
   • State Employment Service
   • Social Media
   • AU Job Bulletin
   • Notified by an Auburn employee
   • College or university Career Services
   • I went to the AU Employment Website directly (www.auemployment.com)
   • Other
2. * Please select the answer that best describes your current employment relationship with Auburn University:
   • Current full-time Auburn or AUM employee within probationary period
   • Current full-time Auburn or AUM employee outside of probationary period
   • Current part-time Auburn or AUM employee
   • Not an Auburn or AUM employee
3. * Do you have an Associate's degree or higher from an accredited institution?
   • Yes
   • No
4. * Do you have 5 years of experience as an executive administrative assistant with progressively increasing levels of responsibility and accountability?
   • Yes
   • No