Executive Assistant Job at Samford University in Birmingham

Location : Main Campus - Homewood, AL

Job Type: Staff Full Time

Job Number: FY2500333

Division: Student Affairs for Staff

Department: STA-VP - Student Affairs & Enrollment

Opening Date: 11/06/2024

FLSA: Exempt

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Description

The Executive Assistant provides professional-level support services needed to fulfill the duties assigned to the suite of the Vice President and Associate Vice President in a timely and effective fashion. Performance of duties should be in a manner appropriate to the office and tempered with a realization of the need for confidentiality and service to students, which requires dependability, flexibility and adaptability. The Executive Assistant interacts on behalf of the Vice President with all levels of the Samford community including deans, department heads, faculty, administrators, staff, trustees and external stakeholders.
Job Duties

• Manages a comprehensive office calendar for the Vice President and Associate, scheduling all appointments and adjusting as necessary to avoid conflicts, as well as coordinate direct report, staff, senior administrative meetings, and the Board of Trustees.
• Assists with preparing for meetings, presentations, workshops, and reports by preparing and distributing agendas, scheduling facilities, planning menus, arranging catering services, and coordinating preparation of any support material.
• Maintains the official files of the Office of the Vice President by properly coding and filing all current materials and archiving material in accordance with the records management policies and procedures of the University. Administers the division personnel files on all division employees to insure their completeness for evaluation and accreditation purposes.
• Handles highly confidential, complex and sensitive information, related to students, parents, personnel or other matters of importance.
• Provides assistance with communication including marketing and publications, social media and coordination of specific efforts in outreach. Undertakes special projects, as assigned, which may include the management, coordination and preparation of reports, presentations, researching information related to institutional comparisons, policies, practices, or the collection of data on spreadsheets to facilitate analysis.
• Serves as the primary point of contact for financial matters related to the division budget, specifically with accounting, purchasing cards, budget reporting and personnel changes.
• Fulfill other duties as assigned to meet the goals and objectives of the entire Division of Student of Student Affairs.
• Prepares Student Affairs and Enrollment Management Trustee Committee reports and communicates with the committee to confirm scheduled meetings. Communicate with the committee during the process for student organization recognition.
• Provides telephone coverage for the office by answering all incoming calls, forwarding calls to the appropriate person, taking comprehensive messages, and placing calls as needed. Regularly receives problem calls of a confidential nature, and insures all matters are referred to the appropriate office and/or acted upon.
• The position also assists the Associate Vice President with meeting arrangements, answering incoming telephone calls and addressing inquiries and concerns.
• Oversees equipment and supplies for the office, ensuring equipment is operating correctly and supply inventory is adequate.

Qualifications

• Minimum two (2) years of post-secondary education and/or previous educational training in clerical and office skills, data management systems, and budgeting.
• Minimum five (5) years of experience in an education environment, office administration, and/or management.
• Strong interpersonal skills to communicate effectively with students, parents, staff, faculty, donors and alumni, while properly maintaining confidentiality of sensitive information.
• Organizational skills necessary to anticipate and support the requirements of the Vice President of a division of more than 70 staff.
• Work requires communications, analytical, planning and organizational skills.
• Must be a self-directed planner with excellent computer, analytical and writing skills.
• Must be a problem solver.
• Must have strong managerial and administrative skills.

Preferred Qualifications

• Bachelor's degree.
• At least three (3) years of experience in full-time employment managing functions of an office.
• Proficiency in the use of MS Word, Excel and Office 365, Canva, and experience with Banner and MS PowerPoint.

We offer a complete benefits package to full-time employees including health care, dental, vision, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our

01

Do you have at least two (2) years of post-secondary education and/or previous educational training in clerical and office skills, data management systems, and budgeting?

• Yes
• No

02

Do you have at least five (5) years of experience in an education environment, office administration, and/or management?

• Yes
• No

Required Question