Youngstown State University, OH
Youngstown State University, OH is hiring: Executive Assistant in Youngstown
Youngstown State University, OH, Youngstown, OH, United States, 44502
Salary: $41,194.00 - $45,000.00 Annually
Location : Youngstown, OH
Job Type: Professional Administrative
Job Number: 202400299
Division: President
Department: Student Experience
Opening Date: 12/31/2024
Bargaining Unit Status: Excluded from Any Bargaining Unit
Salary Grade: B4
Full-time Equivalency: 1.0
Summary of Position
Works for the Division or assigned area and provides office support services by assisting and, when appropriate, relieving supervisors of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.
Position Information
Essential Functions and Responsibilities: Manages all correspondence and communication; establishes and maintains professional quality standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses. Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.
Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, academic events, purchases, projects, and record keeping.
Schedules and maintains calendars, arranges appointments, speaking requests and meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.
Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.
Assists with the preparation of materials presented at meetings of the Board of Trustees.
Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.
Edits materials; prepares materials to be submitted for publication, convention presentations, and for presentations at internal and community meetings and for University reports, master plans, etc.
Assists other University departments with administrative and technical support, as necessary.
Plans, supervises, and monitors work of student assistants; establishes timeframes for the completion of assigned tasks; trains and orients new student assistants; maintains personnel records; approves timesheets.
Other Functions and Responsibilities: Trains new hires.
Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, Monday through Friday.
Supervision Exercised: Supervision is exercised over staff and student employees.
Reports To: Associate Vice President
Qualifications and Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
Knowledge of: University policies and procedures*; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives*; College/department/division policies and procedures*; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures*.
Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*; strong typing and computer skills; good communication skills, organizations skills, and attention to detail.
Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.
(*) Developed after employment.
Minimum Qualifications: At least a bachelor's degree; three or more years of experience providing administrative support and coordinating functions of an office or department.
Preferred Qualifications: At least four years of providing upper-level executive administrative support and coordinating functions of an executive office or department.
At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.
Medical Mutual of Ohio Medical plans
Dental Benefits
Vision Benefits
Group Life Insurance (University Sponsored and Voluntary)
Group Long Term Disability (University Sponsored and Voluntary)
Flexible Spending Account
Health Savings Account
Tuition remission
Employee Assistance Program
Wellness Initiatives
Sick Leave
Vacation Accrual
Paid Holidays
State Retirement Programs
403b and 457b Voluntary Retirement Options
01
Do you have at least a bachelor's degree and three years of related experience?
02
Do you have three or more years of experience providing administrative support and coordinating functions of an office or department?
03
What is the highest level of education that you have attained?
04
Please describe your related experience.
Required Question
Location : Youngstown, OH
Job Type: Professional Administrative
Job Number: 202400299
Division: President
Department: Student Experience
Opening Date: 12/31/2024
Bargaining Unit Status: Excluded from Any Bargaining Unit
Salary Grade: B4
Full-time Equivalency: 1.0
Summary of Position
Works for the Division or assigned area and provides office support services by assisting and, when appropriate, relieving supervisors of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.
Position Information
Essential Functions and Responsibilities: Manages all correspondence and communication; establishes and maintains professional quality standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses. Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.
Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, academic events, purchases, projects, and record keeping.
Schedules and maintains calendars, arranges appointments, speaking requests and meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.
Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.
Assists with the preparation of materials presented at meetings of the Board of Trustees.
Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.
Edits materials; prepares materials to be submitted for publication, convention presentations, and for presentations at internal and community meetings and for University reports, master plans, etc.
Assists other University departments with administrative and technical support, as necessary.
Plans, supervises, and monitors work of student assistants; establishes timeframes for the completion of assigned tasks; trains and orients new student assistants; maintains personnel records; approves timesheets.
Other Functions and Responsibilities: Trains new hires.
Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, Monday through Friday.
Supervision Exercised: Supervision is exercised over staff and student employees.
Reports To: Associate Vice President
Qualifications and Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
Knowledge of: University policies and procedures*; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives*; College/department/division policies and procedures*; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures*.
Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*; strong typing and computer skills; good communication skills, organizations skills, and attention to detail.
Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.
(*) Developed after employment.
Minimum Qualifications: At least a bachelor's degree; three or more years of experience providing administrative support and coordinating functions of an office or department.
Preferred Qualifications: At least four years of providing upper-level executive administrative support and coordinating functions of an executive office or department.
At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.
Medical Mutual of Ohio Medical plans
Dental Benefits
Vision Benefits
Group Life Insurance (University Sponsored and Voluntary)
Group Long Term Disability (University Sponsored and Voluntary)
Flexible Spending Account
Health Savings Account
Tuition remission
Employee Assistance Program
Wellness Initiatives
Sick Leave
Vacation Accrual
Paid Holidays
State Retirement Programs
403b and 457b Voluntary Retirement Options
01
Do you have at least a bachelor's degree and three years of related experience?
- Yes
- No
02
Do you have three or more years of experience providing administrative support and coordinating functions of an office or department?
- Yes
- No
03
What is the highest level of education that you have attained?
- Did not complete high school.
- High school diploma/GED or equivalent
- Some college
- Associate's degree
- Bachelor's degree
- Master's degree
- Doctoral degree
- Post doctoral degree
- Juris doctor degree
04
Please describe your related experience.
Required Question