Executive Assistant II - R102930

Department:

Risk/Audit/Compliance

Location: Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID: R102930

Minimum Requirements:

Bachelor's degree in related field or equivalent combination of education and experience. Five years of related experience. Grade 7 (Salary).

Position Description:

The Executive Assistant to the Vice President of Risk, Audit, and Compliance (VPRAC) operates independently and executes a variety of complex and routine administrative duties in support of day-to-day operations of the office. This position assists with confidential issues, including maintaining sensitive documents and information, and provides excellent communication between the VPRAC, executive offices, university leadership, and RAC customers.

Essential Duties and Responsibilities

• Provides general administrative support for a wide range of activities and projects on an as-needed basis for the VPRAC.
• Completes administrative matters at the direct request of the VPRAC and in response to leadership team matters.
• Assist the VP and serve on the RAC leadership team.
• Oversee and provide support for wide range of activities and projects.
• Will have oversight responsible for team projects, team communications and supervises others as directed by VPRAC.
• Oversee, prioritize, and plan complex schedule of meetings for the VPRAC. Manage time for meeting preparation and organize relevant information for meetings. Set up meetings and individual appointments at the request of VPRAC. Coordinate meetings and interactions with RAC Leadership team.
• Responsible for appropriate preparations based on the day's agenda, including facilitation and collection of background briefings and relevant materials.
• Independently manage special projects for VPRAC including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks.
• Oversee daily operational functions for the RAC office as needed. Serve as procurement cardholder, assisting in budget preparation, IT liaison and support department hiring and onboarding of new employees.
• Expense/Finance and Travel Arrangements, responsible for making travel arrangements and preparing expenses reports in compliance with all financial policies, professional association memberships, event attendance, and reimbursement requests.
• Serve as liaison and point of contact for the VPRAC with university administrators and oversee management of VPRAC calendar and respond independently. Relay information to and from VPRAC with other upper-level administrators.
• Assist VP on leadership projects and with RAC Committees.
• Must review drafts, proofreads, and edits documents, creates and formats presentations and reports, as well as proofread other materials and presentations, as required.
• Assist VP and RAC team with preparing all Audit, Compliance, and Risk Committee, Board of Trustee information and documents.
• Maintains digital assets and repositories relating to committee work, presentations, and internal records based on local guidance and in accordance with the University's record retention schedule.

• Excellent analytical, verbal, and written communication skills and ability to convey information clearly and concisely.
• Strong time management and problem-solving skills, and the ability to prioritize competing demands in a fast-paced environment.
• Strong proficiency with MS Office applications (i.e., Outlook, Excel, Word and PowerPoint, etc.)
• Demonstrated attention to detail.
• Must have proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
• Experience within the areas of Risk, Audit, and Compliance within higher education

• Proactive - anticipates and plans for problems before they arise.
• Flexible - ability to change directions as needed for the good of the department or organization.
• Service Excellence - responsive, informs team members of process, pleasant to work with, educates and provides timely, accurate information.
• Organized - manages time effectively, keeps tasks appropriately prioritized.
• Critical Thinking - ability to think through issues and identify appropriate options.
• Work Ethic - motivated, diligent, industrious, and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency.
• Interpersonal - can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.
• Team - ability to work with others, serve others, help others, lead others, take directions from others in the interest of moving process and programs forward to the desired outcome.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.