What are the responsibilities and job description for the Executive Assistant position at Jackson State University?
Description
The Executive Assistant is to work with the Provost/Vice President for Academic Affairs by handling many details and tasks; and to lend administrative support to the Senior Associate Vice President. A good relationship is of the utmost importance.
Examples of Duties
PRINCIPAL RESPONSIBILTIES:
- Distribute special assignments made by the Provost, Senior Associate Vice President, and Support Staff for Academic Affairs.
- Schedule and coordinate appointments for the Provost.
- Follow-up and confirm that reports arc submitted prior to deadline dates.
- Schedule and prepare the agenda for individual conferences with President, Deans, and others.
- Respond to general correspondence.
- Assist with Faculty and Staff Seminar Programs.
- Coordinate initial summer school activities.
- Maintain requests and directives from the President's Office.
OTHER RESPONSIBILITIES:
- Monitor and analyze all operating revenues, expenditures, budgets for Academic Affairs.
- Review all Academic Affairs personnel forms, budget adjustments, requisitions, scholarships and other transactions as needed for the operation of the University.
- Utilize available software applications to develop and maintain budget reports and analyses to identify variances as well as compile and update statistical data.
- Communicate effectively both orally and written using email and spreadsheet applications.
- Demonstrate proficient use of BANNER Finance and Human Resource Modules.
- Assist the Budget Administrative Assistant with other duties.
- Answer and screen calls, emails, and in-person appointments.
- Coordinate travel and logistics for business trips.
- Manage documents and confidential information with appropriate discretion.
- Order office supplies for department.
- Perform other duties as assigned.
Typical Qualifications
- A Bachelor's degree is required. Three to five (3-5) years of direct administrative experience supporting upper management in an office setting.
- Good communication skills and attention to details. One must be able to make independent decisions consistent with institutional and managerial policies.
- Must have good human relations skills. Ability to react in a positive way to persons.
- Exceptional judgment and the ability to safeguard sensitive and confidential data and documents.
- Excellent organization and time-management capabilities.
- Experience balancing multiple priorities and projects simultaneously.
- Proficiency in Microsoft Office Suite.