Executive Administrative Assistant

TITLE: Executive Administrative Assistant

DEPARTMENT: Finance and Administration

REPORTS TO: Vice President for Finance and Administration

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

The Department of Finance and Administration is seeking a dynamic and qualified professional Executive Assistant to provide administrative oversight under limited supervision, coordinate, oversee, and/or perform a wide variety of administrative, fiscal and program support activities for the Vice President for Finance and Administration unit as needed. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Develops and manages all formal records and archives for the Office of the Vice President. Provide specialist services in the areas of budget and fiscal management, and general business administration.

ESSENTIAL JOB FUNCTIONS:

• Assists in the coordination, supervision, and completion of special projects as appropriate.

• Coordinates fiscal activities and maintains accounts for the Vice President for Finance Administration.

• Creates, composes, and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.

• Leads and guides the work of staff and/or student employees, as appropriate; may participate in training and evaluative sessions.

• Organizes, facilitates, and follows up on issues related to the division, as required.

• Oversees and administers the day-to-day activities of the office; may assist in developing policies, procedures, and systems which ensure productive and efficient office operation.

• Provides administrative support for the Vice President, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.

• Provides assistance and support in areas such as, project planning and management, and development and execution of stated goals and objectives.

• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.

• Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem-solving including planning, developing, and implementing projects and programs. Manages extremely confidential and sensitive data/information securely.

• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to create, compose, and edit written materials.

• Ability to develop and maintain recordkeeping systems and procedures.

• Ability to gather data, compile information, and prepare reports.

• Ability to resolve customer complaints and concerns.

• Demonstrated ability to maintain confidentiality.

• Excellent oral, written, and communication skills; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.

• Information research skills.

• Knowledge of current and emerging trends, techniques, issues, and approaches in technology.

• Knowledge of office management principles and procedures.

• Knowledge of procurement rules and regulations.

• Organizing and coordinating skills.

• Project management skills.

• Requires a precise command of grammar, punctuation, spelling, and the correct usage of the English language. Must be adept at consistently multitasking while accurately attending to detail.

• Skill in budget preparation and fiscal management.

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

SUPERVISORY RESPONSIBILITY:

• This position includes supervision of student workers and may include others as assigned for specific tasks and projects.

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is normally performed in a typical interior/office work environment.

• No or very limited physical effort required.

• No or very limited exposure to physical risk.

OTHER DUTIES:

• As assigned

QUALIFICATIONS:

• Bachelor's Degree from an accredited institution, or an equivalent combination of education and training that provides the requisite knowledge, skill and abilities.

• Experience in a higher education setting in an office administrator capacity.

• Expert level skill and the use of Microsoft Office; Excel, PowerPoint, and Outlook; experience and the use of Adobe Acrobat.

• Strong interpersonal skills, good judgment, and an ability to work both independently and in a highly collaborative environment

• Good problem solving, technical and analytical abilities

• Strong organizational skills and attention to detail; A high level of integrity and professional accountability.

Licensing and Certifications: NA

Internal Candidates are Encouraged to Apply

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.