Executive Assistant to the Vice President of Research

ESSENTIAL JOB FUNCTIONS:

Provide day-to-day administrative support functions to the Vice President for Research.

Coordinate and maintain the Vice President for Research calendar and multiple email accounts.

Interprets requests, helps implement action, and decides if VP should be notified of important and /or emergency matters.

Establish, organize, and maintain electronic and paper office files for the Vice President for Research.

Receive telephone calls/inquires, screen visitors, respond to requests, refer to appropriate staff and/or recommend action. Handle confidential and non-routine information.

Contact and coordinate with stakeholders, outside agencies, as needed/directed.

Assist in coordinating and distribution of public announcements/relations as needed.

May supervise, train, support, discipline, evaluate other administrative support within the Vice President’s for Research office.

Work as part of a team and/or take the lead in coordinating and planning organizational and joint collaborative meetings, communications, conferences, and events.

Compose and conduct correspondence activities on behalf of the Vice President for Research as needed/directed.

Assist in copying, certifying, and distributing and/or mailing documents, creating draft to final correspondence, memos, letters, spreadsheets and forms for the Vice President for Research.

Type reports and documents, create and maintain spreadsheets and word documents, proofread reports to verify accuracy.

Research and assemble information from various sources for the preparation of records, reports, manuals, and guidebooks, including compiling, synthesizing and manipulating data as needed.

Enter, retrieve, and input electronic data into established forms and computer system quickly and accurately (Travel Wayne, Wayne Buy, etc.).

Keep ongoing business contact information for the Vice President for Research.

Complete travel arrangements in coordination with the Business Office for the Vice President for Research.

Attend meetings at the request of the Vice President for Research, take minutes and report back as necessary.

Under guidance of the Vice President for Research, coordinate and prepare materials for the Board of Governors, and other specialized boards and committees.

Work independently and/or with a team on special and nonrecurring and ongoing projects at the request of the Vice President for Research, which may include planning and coordinating multiple presentations, disseminating information, and organizing company university wide events throughout the year.

Coordinate floor building activities, maintenance, and repairs.

Perform other related duties as assigned.

Education:    Bachelor’s degree

Bachelor's degree from an accredited college or university. Preferred: Master’s degree from a four-year college with a major in business administration or management.

Experience:  Specialist (minimum 5 years of job related experience).

Five years of administrative support or secretarial experience, with at least one year experience serving as a Board or Executive Level secretary; or an equivalent combination of training and experience. One year of supervisory experience.

KNOWLEDGE, SKILLS AND ABILITIES:

OFFICE/ADMINISTRATIVE:

Knowledge of office administration practices, procedures, protocols, and terminology.  Knowledge of and ability to use standard office equipment, e.g., phones, copier, fax.  Knowledge of parliamentary procedures and minute taking. Knowledge of and ability to perform filing practices and procedures. Ability to handle complex responsibilities such as conducting research, preparing statistical reports, hiring, supervising, and training other clerical/administrative staff. Ability to learn, follow and apply established regulations and procedures. Abilities to supervise, monitor and evaluate the performance of others. Ability to type accurately at a speed necessary to meet the requirements of the job. Ability to maintain sensitive and confidential information.

ORGANIZATIONAL:

Ability to perform highly detailed work on multiple, concurrent tasks with constant interruptions and work under changing deadlines. Ability to organize, set priorities and exercise sound judgment within areas of responsibility. Ability to organize and maintain office and specialized files.

ANALYTICAL:

Ability to read and comprehend complex and technical documents. Ability to analyze and solve  a wide range of  problems. Ability to accurately perform mathematical computations.

COMMUNICATION:

Ability to establish and maintain working relationships with managers, employees and others encountered in the course of work. Ability to use tact, discretion, and courtesy in dealing with clients, the public, and others encountered in the course of the work. Knowledge of and ability to apply correct English usage, including spelling, grammar, and punctuation. Ability to communicate information in writing so others will understand. Ability to effectively understand and communicate verbally with others. Ability to understand and follow written and oral instructions. Ability to prepare clear, accurate and concise records and reports.

COMPUTER:

 Knowledge of and ability to apply computer and technology skills to perform word processing, create spreadsheets, maintain database and use standard business software. Knowledge of and ability to use computer hardware, electronic data base management and related software. Ability to work with written and computerized data.