General Function (Description):

This position involves high-level administrative support for the Vice President of Facilities Management to ensure she/he can efficiently accomplish key tasks and organizational initiatives. The Executive Assistant is responsible keeping the VPFM’s communications organized so that she/he can easily access the most important information without having to sort through low-priority items.

Examples of Duties and Responsibilities:

• Provides complex and confidential support requiring discretion and independent judgement in matters of significance.
• Provides complex administrative support for the VPFM and Office of Facilities Management, which includes, making travel arrangements; purchasing and initiating payment for office supplies, equipment, and services; coordinating hardware and software support; processing and monitoring basic office forms; communications, budgeting, workflow, inquiries, and/or other related information.
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Organizes, designs, and maintains a comprehensive and accurate filing system for classifying, retrieving, and disposing of correspondence, records, reports, and other documents.
• Screens all visitors, calls and determine what level of support they need while offering polite, professional customer service.
• Participates in developing and monitoring budgets, grants, initiatives, and/or other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requisitions and budget revisions.
• Provides administrative support for the VPFM in preparation of University Board of Trustee Committee materials.
• Maintains departmental, personnel, and correspondence records; prepares student payroll records as required.
• Invoices departments for services rendered, processes invoices/data entry and monitors receipts.
• Compiles information, prepares regular, complex, and special reports on departmental activities; maintains departmental records/databases and provides necessary documentation as needed for internal and external use.
• Manage the VPFM’s daily calendar, including scheduling and organizing meetings, confirming appointments, writing itineraries, organizing catering when necessary, and prioritizing the most sensitive matters.
• Ensures all assigned tasks are following University policy.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Time management and ability to meet deadlines.
• Ability to handle sensitive and extensive confidential data.
• Knowledge of various computer software equipment and operation; candidate must be proficient in Microsoft Office Products, in particularly Word, Excel, Power Point, and Outlook.
• Excellent oral and written communication skills.
• Problem-solving and decision making; ability to problem-solve unexpected scheduling conflicts for the VP and other office-related issues.
• Strong organizational skills and ability to multitask.
• Proactivity and self-direction.

Preferred Qualifications:

Proficient in Banner software system

Minimum Hiring Standards:

Education: Four-year college degree in a field relevant to the work assigned

Years of Experience: 5-10 years in a leadership or senior level administrative role

preferred.

Years of Management/Supervisor Experience: N/A

Clark Atlanta University is an Equal Opportunity/Affirmative Action Employer