Executive Administrative Assistant AS8154

This position provides administrative assistance to leadership and all other office personnel in University Research Compliance (URC)

Executive Administrative Assistant

• Provides administrative support to the Assistant Vice President for Research Compliance and other office personnel
• Support and manage the day-to-day operation of the Assistant Vice President for Research Compliance, including his/her daily schedule
• Secures appointments and schedule meetings with the University administration, faculty, staff, students, etc. on behalf of the Assistant Vice President for Research
• Ensures administrative actions are completed appropriately and timely within the division of University Research Compliance.
• Secure Assistant Vice President for Research signature for all needed documents and ensures delivery to necessary recipients
• Provide hospitality measures within the URC office including guest relations
• Copying/scanning/shredding of requested documents for Assistant Vice President for Research Compliance.

General Office Support

• Serve as primary contact with other administrative offices, college research offices, and external constituencies in regards to administrators' calendars.
• Maintaining the facility and vehicles for cleanliness and organization.
• Schedule service calls, car maintenance, and maintain adequate supply of office materials, business cards, signs and identification, equipment, refreshments for meetings, etc.
• Maintain a university purchasing card for small order purchases.
• Assist URC staff with travel arrangements and reimbursements for all travel.
• Maintain departmental records to include, but not limited to, emergency calling lists, departmental contact info, and division contact information.
• Provide administrative support to a central administrative unit, to include complex calendar scheduling, scheduling meetings, managing.
• Coordinate details of selected meetings for the office.
• Maintain a high level of confidentiality and professionalism.
• Assist with and organize activities and special projects as assigned.
• Assist compliance committees with meeting scheduling, drafting letters, safe record keeping, scanning documents, taking minutes of meeting, or recording meetings, disseminate training documentation.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Five years experience.

  Post-secondary education may substitute for years of required experience.

• Skills, Proficiencies, and/or Knowledge:
  • Independent and trustworthy person with the ability to handle confidential and sensitive information.
  • Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.
  • Excellent written and verbal communication skills.
  • Proficient experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
  • Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.
  • Proven ability to work independently.
  • Strong organization and prioritization skills.
  • Demonstrated ability to meet project deadlines.
  • Ability to anticipate needs, resourcefulness and responsiveness are essential.