Under the direction of the AVC’s, to provide specialized technical and administrative work to support various military, community and business programs and contracts; to analyze , oversee, and perform tasks in support of daily office operations and functions; to analyze and oversee daily functions to promote continued process improvements; to facilitate communication both internally and externally. Position provides high-level executive support to the AVC’s by compiling and analyzing program data for reports and program management; conducting research; investigating problems; preparing reports, executive presentations and correspondence; handling information requests,. Position must be able to handle multiple projects and tasks simultaneously in a confidential, collaborative, and credible manner.
TYPE OF SUPERVISION RECEIVED: Under general supervision.
POSITION DUTIES AND RESPONSIBILITIES:
Essential functions: 100% of time
Facilitate and provide day-to-day support to the AVC’s, including maintaining the AVC’s calendar and contacts’ list, arranging & supporting meetings, and making travel arrangements, etc. Set up and maintain confidential files and data files related to budget, personnel, contracts, or other related documents. Initiate, track and maintain expense reconciliation to budget mandates. Track Outreach and Military Contracts, professional memberships, etc.
- Serve as liaison between department programmers and users of systems for the development, modification and effective use of database managements systems that support department functions and requirements.
- Assist the AVC’s with strategic planning to support overall department and program growth.
- Conduct research, manage requests and maintain complete and accurate business operation records for both divisions. Create manage electronic records and scanned documents.
- Research, analyze and evaluate a variety of reports and proposals submitted to the AVC’s. Prepare financial spreadsheets, presentations, and documents for a variety of internal and external meetings.
- Assist in managing operating expenses; duties include tracking of the VCA’s monthly expenditures and the Division’s budget enhancement process.
- Assist in event management, including education fairs, outreach symposium, conferences, open house’s, etc.
- Collaborate with other Administrative and Executive Assistants and assist colleagues as required in facilitating university events.
- Additional related duties as assigned.
POSITION SPECIFICATIONS AND REQUIREMENTS:
Special Conditions of Employment: a) successful completion of background check b) flexibility with tasks and the ability to multi-task c) use of discretion and diplomacy when dealing with highly confidential information and matters and d) ability to perform interoffice administrative coordination for both routine and ad-hoc work. Some evenings and weekend hours may be required.
Required: A minimum of five years of progressively responsible administrative responsibilities in a complex working environment with a minimum of two years experience with high level executives. Preference given to experience in an institution of higher education.
- Demonstrated ability to prioritize multiple tasks and perform in a timely and efficient manner with minimal supervision.
- Develop procedures and processes to maintain quality control standards and assure compliance with university, board, state, and federal policy and guidelines.
- Excellent telephone etiquette skills with experience directing calls and taking accurate messages
- Excellent writing skills with experience composing and proofing documents such as letters, reports and presentations.
- Ability to work under deadlines and handle frequent interruptions.
- Ability to establish and maintain effective relationships with those contracted in the course of work; Excellent communication and interpersonal skills, with the ability to interact diplomatically with a diverse group of individuals at all organizational levels.
- Ability to design and conduct research projects of moderate difficulty with clearly define parameters.
- Experience with office set-up, filing, scheduling and making various arrangements as needed.
- Experience in preparing, reading and interpreting reports, such as enrollment or financial data.
- Exercise good judgment in recognizing the scope of authority and care in administrative detail.
- Demonstrated computer skills in word processing, database management, spreadsheet, electronic mail and document imaging/scanning software.
- Ability to exercise initiative.
- Supervise the work of specialized staff or contractors
Desired Qualifications:
- Understanding of the university organizational structure.
- Experience with the military community
- Experience in setting up new e-tracking tools.
- Excellent Organizational and Tracking Skills.
- Excellent communication and teamwork skills.
Knowledge and Education:
- Bachelor’s degree required or equivalent combination of education and experience.
- Proficient in MS Office suite
Machines, Tools, Equipment, Electronic Devices and Software: Personal computer, printer, fax, scanner, copier. Ability to use Microsoft Office Suite products including Outlook.