Executive Administrative Assistant

Purpose of Job

Alcorn State University seeks a highly-motivated, organized, professional team member for the position of Executive Assistant to the Vice President for Institutional Advancement.

Reporting to the Vice President for Institutional Advancement, the Executive Administrative Assistant is a vital member of the Division of Institutional Advancement ( DIA ) team and provides critical support in a fast-paced, lively and collegial atmosphere. The Executive Administrative Assistant actively and daily performs advanced secretarial and administrative duties in a multifaceted environment and oversees the Scholarship program. The ideal candidate must be an effective and agile multi-tasker with an ability to handle sensitive and confidential information, prioritize competing assignments and deadlines, while producing highly accurate work.

Scope of Responsibilities

The Executive Administrative Assistant performs a wide range of complex and challenging administrative duties – adeptly and tactically in managing the Vice President’s calendar, organizing travel/meetings/events, synthesizing information from various constituencies, drafting and editing correspondence and other written materials – and works to anticipate the needs of the Vice President to effectively support his work. The capacity for clear, thoughtful communication, strong analytical skills and an eagle eye for detail are crucial. The position requires the ability to exercise good judgment in a variety of situations as well as the ability to work with excellent customer service skills, good humor, grace under pressure and tight deadlines.

The Executive Administrative Assistant also serves as the Scholarship Coordinator for the unit exercising independent judgement and oversight of the application process from application to award and other financial assistance counseling to students and their families.

The EAA closely as a right hand to the Vice President and as such, he/she often serves as the first contact and interface between the VPIA and internal and external audiences including senior and executive administrators, major donors, board members, faculty, staff, students and alumni in person, via telephone and email. Thus the top candidate will have experience working effectively with a variety of people and personalities as well as possess acute discretion and flexibility.

Essential Job Functions

• Coordinates scholarship process including advertising, applications, awarding and committee support.
• Provides support, assistance, advice and guidance to students, family and others interested in identifying, applying and maintaining financial assistance provided by the office to support academic matriculation at the university.
• Answers telephones, makes travel arrangements; maintain appointment calendar; create and maintain a filing system; and proofreads all work to ensure accuracy in content and grammar.
• Schedules complex travel arrangements with Vice President’s preferences in mind.
• Proactively troubleshoots and addresses travel conflicts.
• Represents the Vice President in communications with administrators, staff, subordinates, students, and the university community.
• Oversees meeting coordination, greets guests.
• Assists with contingency planning, arranges agendas, prepares meeting materials, etc.
• Selects meeting locations and coordinates any logistics including catering, audio visual and parking.
• Generates detailed itineraries and coordinates any off-site office support needs.
• Prepares accurate maintenance of minutes and reports institutional goals and to ensure greater engagement of and increased philanthropy from the University’s varied constituents.
• Assists in program/project development.
• Assists in planning, hosting, and supporting official events.
• Performs advanced diversified duties for the Vice President to include: creating reports, drafting correspondences and agreements for signature.
• Assists with budget planning and maintenance on a daily basis for the Vice President assuring all expenditures are authorized and charged to correct accounts and assists in preparing budget adjustments of all budgets assigned to the Vice President as needed.
• Purchases items as needed through the use of the purchasing system.
• Prepares and processes reimbursement requests.

OTHER DUTIES :
• Prepares requested documents including Microsoft PowerPoint, Excel spreadsheets and charts or Word documents and correspondence.
• Communicates both orally and in writing in a professional manner representative of the office and university.
• Attends necessary training classes as required and seeks out those programs which add further support to the office.
• Maintains confidentiality in all matters related to the Vice President including organization plans, personal affairs and personnel matters.
• Other related duties as assigned by the Vice President of Institutional Advancement and/or University
President.

Qualifications

A bachelor’s degree in business, communications/marketing, accounting, education or related field required; no less than five years’ relevant administrative experience in the public or private sector, preferably in higher education, for-profit or not-for-profit industry required; with demonstrated experience supporting a senior level executive in a very brisk, team-oriented setting preferred.

Licensing and Certifications

None

Knowledge Skills and Abilities

1. Preferred candidates must exhibit a personal knowledge and understanding of, and operate in concert with the mission and institutional statement of the University and the Division of Institutional Advancement.
2. Commitment to excellence in all aspects of individual, collective, and organizational performance is important.
3. Deep and abiding commitment to customer service required.
4. Knowledge of the higher education advancement enterprise, with particular understanding of institutional advancement operations and services for fundraising is central.
5. Advanced knowledge of modern office practices, business English, professional dress, décor, procedures, and management principles is preferred.
6. Candidates should be analytical and creative thinkers, use data and information effectively in planning and decision-making, and are driven toward setting and achieving goals.
7. Knowledge of budget preparation and budget management is preferred.
8. Sophisticated computer literacy and proficiency with Microsoft Office is required and advancement information systems with donor/membership databases ( BANNER ) is preferred.
9. A proven ability to effectively and clearly communicate both verbally and in writing is essential as the role includes high visibility with students, alumni, administrators & staff, faculty, donors and friends.
10. Proven time management skills, the ability to prioritize and record keeping abilities is essential.
11. Skill in answering multi-line phone systems in an effective and professional manner is required.
12. Skill in proofreading materials to ensure accuracy is preferred.
13. Ability to write correspondence, memorandums and reports in a comprehensive manner using appropriate words, correct grammar, punctuation and spelling to convey ideas, facts, and information effectively and accurately.
14. A demonstrated ability to collaborate with a wide range of people and a demonstrated ability to efficiently and effectively solve problems and complete projects independently and timely is essential.
15. Ability to maintain a high degree of confidentiality of sensitive materials is essential.
16. Ability to anticipate the needs of the VPIA and take appropriate initiative and action is central.
17. Ability to use judgment, tact, discretion and diplomacy, when handling complex and confidential materials and situations is required.
18. Tolerance for and ability to work productively in the context of ambiguity, uncertainty, and change is essential.
19. Must be able to travel and work outside the normal university business hours.
20. Ability to perform assigned responsibilities, duties and tasks according to established practices and procedures with minimal to no supervision.
21. Ability to perform all the essential functions of this job required.

Physical Requirements

Work in noisy (above 85 decibels) areas

No

Sedentary Work - Exerting 10 pounds

Daily

Light Work - Exerting up to 20 pounds

Frequently

Medium Work - Exerting 20-50 pounds

Occasionally

Heavy Work - Exerting 50-100 pounds

Not Required

Very Heavy Work - Exerting in excess of 100 pounds

Not Required

Travel

Occasionally

Extended Work Hours

Frequently

Posting Detail Information

Posting Number

S320

Number of Vacancies

1

Location

Lorman

Position End Date (if temporary)

Open Date

11/04/2021

Close Date

Open Until Filled

Yes

EEO Statement

EEO Statement:
Alcorn State University does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, age, disability, or other factors prohibited by law in any of its educational programs, activities, services, admissions, or employment practices. The following offices are designated to handle inquires and/or complaints regarding non-discriminatory policies and procedures of Alcorn State University:
Complaints, inquiries, or specific requests in regard to Title IX and Section 504 directives should be made to: Title IX Office, Walter Washington Administration Bldg., Room 519A, Lorman, MS, 39096, (601) 877-6700.
Complaints, inquiries, or requests in regard to non-discrimination in employment practices should be made to: Human Resources Department, Walter Washington Administration Bldg., Room 107, Lorman, MS, 39096, (601) 877-6188
Questions, complaints, or requests in regard to ADA / ADAAA compliance in employment practices should also be made to the department of human resources.

Advertising Summary

Excellent Benefits Package

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application
3. Unofficial Transcripts
4. Letter of Recommendation (Professional)
5. Letter of Recommendation (Personal)
6. Letter of Recommendation (Professional or Personal)

Optional Documents

1. Writing Sample