Executive Assistant – Faculty Senate/University Assembly Office

Hiring Department

Special Units Chancellor

Job Description

The Faculty Senate and University Assembly seeks a dynamic professional to manage and execute administrative functions to support the Faculty Senate Chair, as described by the Characteristic Duties below:

• Provide assistance to the Faculty Senate Chair.
• Research, prepare, and write material of a complex or sensitive nature presented by the Faculty Senate Chair.
• Record, create, and distribute minutes of Senate and/or committee meetings.
• Resolve operating problems and develop and implement administrative policies and procedures for the office of the Senate/Assembly with supervisory approval.
• Assist in formulating University or college policies, practices and procedures.
• Work independently while maintaining a professional atmosphere and meeting the varied demands of the office of the Senate/Assembly.
• Serve as a liaison for inquiries requiring interpretation of policies and procedures to all constituents with limited authority to make commitments as allowable under University, campus, and Senate/Assembly policies and procedures.
• Routinely maintain/update the Senate/Assembly website. Work with appropriate technical staff to redesign the Senate/Assembly website when appropriate.
• Order supplies and equipment from outside vendors and University departments using standard purchasing practices and procedures with supervisory approval in order to obtain/maintain adequate supplies and equipment within the budget established by the Chancellor.
• Work with committee chairs and Senate/Assembly members to prepare agendas, schedule meetings, and provide status reports.
• Provide information and interpretation to the Senate/Assembly chair regarding support activities and changes in policies and procedures, including appropriateness of expenditures.
• Prepare administrative reports requiring knowledge of the Senate/Assembly’s policies, programs, and procedures.
• Represent supervisor at designated meetings and conferences. Participate in committees within the organizational unit and/or outside designated area of responsibility.
• Select and schedule meeting facilities, equipment and meals for Senate/Assembly and/or committee meetings as appropriate.
• Assist supervisor in preparing presentations and reports.
• Compose correspondence to respond to office inquiries.
• Greet and assist office visitors.
• Perform other duties as assigned.

Applicants must be authorized to work in the United States. The University will not sponsor applicants for this position for employment visas.

Shift

8-5 Monday through Friday

Salary

Pay commensurate with education and experience.
Hiring Range: $21.00 - $25.57 hourly
Grade: GGS-008
University Title: Executive Assistant

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

The ideal candidate will have multiple years of experience with the University of Missouri-St. Louis.

Additional preferred qualifications include:

• A Bachelor’s degree in Business or a related area
• Skill at taking shorthand/speedwriting, and/or audio taped dictation transcription
• Demonstrated initiative, sound judgement, discretion, service-orientation, and confidentiality
• Ability to proactively anticipate situations and make appropriate judgements and decisions
• Work experience in a university or other post-secondary education institution
• Experience with Microsoft Office (including Word, Excel, Outlook, Power point), Zoom, Cascade (Web Design Software) and PeopleSoft
• Experience in critically reviewing and analyzing source data/information
• Professional and collaborative demeanor
• Excellent oral and written communication skills in the English language, including in spelling, grammar, and punctuation
  

Application Materials

Resume and cover letter

Benefit Eligibility

The University of Missouri - St. Louis offers benefit-eligible employees a wide variety of benefits including: health, dental and vision coverage effective on the first day of employment, retirement, paid time off, tuition assistance for employees and their dependents and employee and dependent life insurance. For more information about our benefits, please visit:

https://www.umsystem.edu/totalrewards/benefits

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 UM Director of Employee and Labor Relations at 573-882-7976.

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

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