General Information
| Job Description | EXEC AST 4 | Working Title | Executive Assistant |
|---|---|---|---|
| Job Code | 007385 | Grade | 22 |
| Department Name | Research & Economic Develop Of - D01157 | Department Head | |
| Supervisor | Effective Date | 01/01/2020 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
Custom Scope
| For a senior leader (i.e. direct report to the President, Chancellor or Health System CEO), provides leadership and professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership). |
Department Custom Scope
| This position provides executive level support to the Vice Chancellor for Research and Economic Development and serves as a resource to the Vice Chancellor's Office staff. In addition, the incumbent provides administrative support to other senior level managers in Research and Economic Development, including the Senior Associate Vice Chancellor and Chief Financial and Administrative Officer. The incumbent must maintain a professional, positive, and open environment reflective of the Vice Chancellor's priorities and management style. Independent judgment, an understanding of the academic and administrative issues with which the Vice Chancellor is concerned, and excellent interpersonal skills are required to represent the Vice Chancellor. The incumbent must be able to maintain a high level of confidentiality, tact, and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Directs the daily administrative operations for the executive's office.
|
10 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly.
|
35 |
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
|
10 |
Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
|
10 |
Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.
|
10 |
| Provides administrative support to other senior level managers in RED, including the Senior Associate Vice Chancellor for Research and Economic Development and the Chief Financial and Administrative Officer. | 10 |
| Coordinates the Limited Submission process in conjunction with Sponsored Programs Administration, Research Development, and College Office staff. | 5 |
| Composes publications and other high impact communications on behalf of the Vice Chancellor. Manages the VCRED newsletters, soliciting and composing content and editing the final draft for release. Responsible for developing and managing the overall social media strategy for Research and Economic Development. Manages and updates content for the Research and Economic Development websites. | 5 |
| Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced knowledge of the organization's processes, protocols and procedures. | Preferred |
| Knowledge of federal regulations such as FERPA. | Required |
| Intermediate to advanced knowledge of common organization-specific computer applications. | Required |
| Strong analytical/problem-solving skills. | Required |
| Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. | Required |
| Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing. | Required |
| Small to mid-level project management skills. | Required |
| Advising and counseling skills. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use a high level of discretion and maintain all confidentiality. | Required |
| Advanced service orientation. | Required |
| Skill in establishing and maintaining cooperative working relationships, establishing rapport and gaining the trust of others, Ability to work with diverse populations at all levels internal and external to the organization. | Required |
| Skill in expressing ideas clearly and convincingly; skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication and the timing of communication. | Required |
| Demonstrated ability to use sound judgment and tact in all matters, while paying close attention to detail. | Required |
| Demonstrated skill in use of informational systems with software in a Windows-environment (Word, Microsoft Exchange, Corp Time, Excel, Access, PowerPoint). | Required |
| Strong research and analytical skills to evaluate issues and develop solutions to address complex and sensitive problems/issues. Demonstrated skill in determining needs and requirements to create a conceptual design for issue/problem analysis; skill in observing and evaluating the outcomes of a problem to identify key issues; skill in formulating logical and objective conclusions and recommendations. | Required |
| Ability to anticipate and identify critical issues, perform data collection, obtain advice and input from campus resources as necessary, and formulate solutions prior to consultation with the Vice Chancellor. | Required |
| Ability to function at an executive support level within a complex institution with demonstrated progressive experience in providing administrative and analytical support, including experience in coordinating special events, appointments, meetings, briefings, and committees. | Required |
| Demonstrated working knowledge of university structure, organization and key administrative players. | Preferred |
| Working familiarity with using social media communications in support of a professional organization's initiatives. Ability to use or learn various social media platforms (including Twitter, Constant Contact and similar platforms). | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |