Administrative Assistant to the Vice President of Business Services

Job description

Job DetailsLevel ExperiencedJob Location St Augustine Campus - St Augustine, FLPosition Type Full TimeEducation Level 4 Year DegreeSalary Range UndisclosedTravel Percentage NoneJob Shift DayJob Category Admin - ClericalDescription The Administrative Assistant to the Vice President of Business Services & CFO serves as receptionist and secretary, performing daily administrative tasks for the Vice President. S/He ensures timely flow of information to and from the Office of the Vice President of Business Services. Essential to this position is a proven ability to manage tasks with competing priorities and deadlines, organizes and maintains administrative processes with discretion. S/he must be dynamic, organized, and courteous. This position handles details of a highly confidential and critical nature, and must function efficiently and effectively in a professional environment while possessing excellent judgment.

ESSENTIAL FUNCTIONS:

  • Manage external contacts for the VP/CFO, proactively understanding who they are, tracking communication
  • When the VP/CFO chairs meetings: Assist with and provide research/background information, content development, coordinate meetings, record and distribute meeting minutes; follow up on agenda items with individuals and/or departments
  • Manage the daily schedule of the VP/CFO, ensuring that he is aware of the schedule in advance and keeping appointments and meetings on time, or changing schedules and reserving parking when necessary
  • Develop and implement a structured approach to work flow and communications
  • Create correspondence as directed by the VP/CFO
  • Manage travel arrangements and coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, assembling supplies, and preparing the itinerary
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, retrieving and reviewing outside mail, screening phone calls when requested, and maintaining executive filing and record system.
  • Maintains and tracks campus building key check-out/check-in process; manages campus property calendar
  • Communicate and/or coordinate VP/CFO’s instructions with various individuals and/or departments

The closing date for applications for this position is June 2, 2019.

Qualifications MINIMUM QUALIFICATIONS

  • Bachelor's Degree required
  • Two years’ experience demonstrating high level administrative and analytic support; executive administrative work, experience in higher education preferred
  • Excellent verbal and written communication skills with acute attention to detail
  • Strong organization skills and advanced skills using Microsoft Office programs, particularly Word, Excel and PowerPoint. Ability to type 50 wpm
CHARACTERISTICS PREFERRED

  • Anticipatory, adaptable, courteous, professional, resourceful
  • Excellent organization and time management skills
PREFERRED QUALIFICATIONS

  • Capacity to prioritize multiple tasks and work independently, manage a wide variety of activities and confidential matters with discretion and poise, responding appropriately to changing priorities
  • Strong interpersonal skills with the ability to relate well with diverse populations
  • Knowledge and understanding of College policy and procedure
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

  • Ability to sit for long periods conducting deskwork and on the phone.
  • May require walking, kneeling, reaching, climbing stairs

 

 

 

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Job No:
Posted: 5/20/2019
Application Due: 6/3/2019
Work Type:
Salary: