General Statement of Job

The Executive Administrative Assistant assists the President with administrative and clerical support, specific assignments, and special projects.

Specific Duties and Responsibilities

Essential Duties:

· Assists the President and other President’s Office personnel with administrative support, specific assignments, and special projects.

· Maintains the highest level of confidentiality, as this area deals with sensitive information in a variety of areas.

· Provides exemplary customer service to all internal and external constituents.

· Prioritizes calls and visitors while promptly assisting with problems and requests.

· Prepares drafts and proofreads correspondence to include email, reports, and other documents as required, by utilizing word processing, database management and spreadsheets.

· Serves as receptionist for department (by telephone and in person).

· Serves, in collaboration with the Executive Administrative Assistant to the Provost, as the university policy administrator.

· Composes and prepares letters, meeting minutes, and various reports.

· Orders and maintains office supplies, and office equipment, as necessary.

· Tracks and coordinates departmental budget information and compiles appropriate reports.

· Coordinates all invoices for the department.

· Manages university President’s calendar and independently schedules appointments.

· Screens incoming calls and correspondence and responds independently when possible.

· Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

· Directs preparation of records such as agenda, notices, minutes, and resolutions for Board of Governors.

· Prepares confidential correspondence, reports, and other complex documents.

· Creates and maintains database and spreadsheet files.

· Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

· Other duties may be assigned.

Education, Experience, and Licenses

High School diploma or GED required. Associate or Baccalaureate Degree preferred. Two years’ experience assisting an executive or five years of increasingly responsible secretarial or administrative support experience; or equivalent combination of relevant education and experience.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.

· Ability to respond to common inquiries or complaints.

· Ability to effectively communicate both verbally and by written means at a very high level.

· Ability to make ethical decisions in doing what is best for both students and the University.

· Ability to effectively present information to administrators, faculty, staff, regulators, students, public groups, and/or Board of Governors.

· Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.

· Ability to define problems, collect data, establish facts, and draw valid conclusions.

· Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to __ pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.