Executive Assistant (TEMPORARY POSITION)

Primary Purpose

Exercises discretion, professionalism, and independent judgment in managing sensitive matters and complex administrative functions. Provides high-level administrative and operational support to ensure the effective management of the Office of Compliance and plays a key role in facilitating communication, coordinating initiatives, and supporting the university’s compliance program.

Job Category

Non-Exempt

Hiring Range

Pay Basis: Hourly

Essential Job Functions

• Provides administrative support to the Vice-President and performs administrative duties to ensure timely responses and quick turn-around times.
  • Manages and maintains the Vice President’s calendar, coordinates meetings, and arranges travel and event logistics.
    • Anticipates the Vice President’s needs and proactively prepares materials and information in advance of meetings and deadlines.
    • Serves as a primary point of contact for the Office of Compliance, maintaining a professional and service-oriented approach.
    • Greets visitors and determines whether they should be given access to specific individuals.
    • Captures and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
    • Captures and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
    • Captures and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
    • Captures and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
    • Coordinates daily operations of the Office of Compliance to ensure efficiency and responsiveness.
    • Aids in developing and maintaining office procedures and documentation to enhance operational effectiveness.
    • Processes invoices and purchase requests, monitors budgets, and reconciles expenses in accordance with university procedures.
    • Supports departmental hiring, onboarding, and training of staff and student workers as needed.
    • Prioritizes and routes communications, responding to inquiries or drafting responses as appropriate.
    • Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves complex problems to ensure questions are accurately answered and issues resolved in a timely manner.
    • Prepares, edits, and proofreads correspondence, reports, presentations, and other materials.
    • Composes and edits internal and external complex communications to ensure professional communications, including the preparation of meeting materials for Board of Trustee meetings.
    • Coordinates complex projects and communication materials; organizes high profile events, conferences, and meetings to ensure a professional outcome.
    • Maintains employee data integrity and confidentiality.
    • Learns to operate new office technologies as they are developed and implemented.
    • Supports compliance projects, risk assessments, and audits.
    • Tracks timelines, deliverables, and follow-up actions for compliance initiatives and committee work.
    • Assists in preparing and distributing compliance reports, training materials, and policy communications.
    • Supports event planning for compliance-related workshops, meetings, and campus awareness activities.
    • Completes special projects as assigned.
    • Performs other duties as assigned or required.

  Job Requirements

  • Required Knowledge, Skills & Abilities:
    • Knowledge: Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).
    • Administration and Management - Working knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and resources.
    • Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
    • Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
    • English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
    • Computers and Electronics - General knowledge of computer hardware and software, including applications and programming.
    • Skills Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
    • Service Orientation - Advanced skills in actively looking for ways to help people.
    • Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
    • Time Management - Advanced skills in managing one's own time and the time of others.
    • Social Perceptiveness - Advanced skills in being aware of others' reactions and understanding why they react as they do.
    • Coordination - Advanced skills in adjusting actions in relation to others' actions.
    • Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
    • Abilities Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
    • Written Comprehension & Expression - The ability to read, understand, and communicate information and ideas in writing so others will understand.
    • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
    • Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
    • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.