Executive Administrative Assistant AS8154

About the role

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

Responsibilities

• Supports the Assistant Vice President for Research Compliance and other office personnel.
• Manages the day-to-day operation of the Assistant Vice President for Research Compliance, including his/her daily schedule.
• Schedules appointments and manages 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.
• Secures Assistant Vice President for Research signature for all needed documents and ensures delivery to necessary recipients.
• Provides hospitality measures within the URC office including guest relations.
• Copies, scans, and shreds requested documents for Assistant Vice President for Research Compliance. Performs general office support.
• Serves as the primary contact with other administrative offices, college research offices, and external constituencies in regards to administrators' calendars.
• Schedules service calls, car maintenance, and maintains adequate supply of office materials, business cards, signs and identification, equipment, refreshments for meetings, etc.
• Maintains a university purchasing card for small order purchases.
• Affords administrative support to a central administrative unit, to include complex calendar scheduling, scheduling meetings, managing.
• Coordinates details of selected meetings for the office.
• Maintains a high level of confidentiality and professionalism.
• Affords administrative support to compliance committees with meeting scheduling, drafting letters, safe record keeping, scanning documents, taking minutes of meeting, or recording meetings, disseminate training documentation.

Requirements

• 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.