VP Administrative Assistant Job at Shaw University in Raleigh

Reporting to the VP of assigned area/department, the Administrative Assistant will provide a high level of
active administrative support. The Administrative Assistant relieves the VP of administrative type functions in
order to increase the time the VP has available for primary level responsibilities. May handle a wide variety of
situations and conflicts involving the clerical and administrative function of the office. Responsible for
confidential and time sensitive material. Prepares routine and advanced correspondence including letters,
memoranda, and reports and taking minutes of meetings, supporting all departments within Finance and
Administration. The Administrative Assistant supports other department employees with administrative needs
as required.

Essential Job Functions:
• Serve as a main resource and key liaison for the VP and various departments within VP's hierarchy.
• Manage the VP's calendars, including drafting and preparing meeting agendas, briefing notes and
corresponding materials.
• Manage communication (e.g., email correspondence, or verbal) for the VP with internal and external
constituencies.
• Manage projects as directed by the VP and as dictated by the office's project timeline.
• Handles work of a confidential or complex nature, necessitating exposure to sensitive information and
contacts requiring considerable discretion, judgment, tact and diplomacy, as well as a practical
knowledge of the practices and procedures of the University and its programs.
• Coordinate and arrange for conferences, meetings and events for the VP, including arranging any travel
if needed.
• Produce and distribute meeting materials and related data.
• Processing the mail, ordering supplies.
• Receive, review and coordinate action of VP's incoming mail. Establish and schedule deadlines for the
dissemination of information.
• Answer telephone calls, determine priorities, prepare responses, and/or respond in an appropriate and
timely fashion.
• Work closely with the VP to ensure that all projects assigned to direct reports of the VP are completed
on or before deadlines assigned. Ensure the VP is up to date on status of all assigned projects.
• Attend meetings of importance with the VP. Draft agendas, schedules, notices, minutes, and respond to
information requests on behalf of the VP as requested.
• Enters requisitions into Jenzabar for payment of invoices; follows-up with Accounts Payable to ensure
payment of any outstanding invoices.
• Analyze and dispatch incoming calls, meeting requests, and correspondence in the interest of
responding independently whenever possible and/or appropriate.
• Other duties as assigned by the VP.

Supervisory Responsibilities
None

Minimum Job Qualifications

Education and/or Experience
• High School Diploma or GED required; Bachelor's degree preferred.
• Minimum of 3 years' experience working as an administrative assistant preferred.
• Experience in a higher education setting preferred.
• Must be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
• Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
• Ability to handle multiple tasks and assignments and meet competing deadlines.
• Ability to work independently without close supervision and as a member of a team.

Certificates, Licenses or Registrations
• None

Other Competencies (skills, abilities, behavior)

Must have a philosophy that is consistent with the Mission, Vision and Core Values of the organization. Vision,
commitment, and experience in achieving goals and pursuing excellence is critical; ability to work both
independently and collaboratively in a dynamic and demanding environment. Must have strong verbal and written
communication and organizational skills; proven ability to manage multiple complex assignments with sensitivity
to deadlines, priorities, and changing circumstances; demonstrated professional work ethic and positive, problem-
solving attitude. Must be able to read, write and speak fluently in English.