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Executive Administrative Assistant

Employer: Kentucky State University
Location: Frankfort, KY

Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support, Community & Government Relations
Employment Type: Full Time
Institution Type: Four-Year Institution

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Job Details
Organization

Job Details

TITLE: Executive Administrative Assistant

DEPARTMENT: Academic Affairs

REPORTS TO: Acting Provost and VP for Academic Affairs

EFFECTIVE DATE: TBD

TEMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

SCOPE OF RESPONSIBILITY: Under limited supervision, coordinates, oversees, and/or performs a wide variety of administrative, fiscal and program support activities for the Vice President for Academic Affairs and the larger Academic Affairs unit as needed. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Develops and manages all formal records and archives for the Office of the Vice President. Provide specialist services in the areas of budget and fiscal management, public and community relations and general business administration.

ESSENTIAL JOB FUNCTIONS:

· Organizes, facilitates, and follows up on issues related to the division, as required.

· Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.

· Provides administrative support for the Vice President, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.

· Oversees and administers the day-to-day activities of the office; may assist in developing policies, procedures, and systems which ensure productive and efficient office operation.

· Provides assistance and support in areas such as, project planning and management, and development and execution of stated goals and objectives.

· Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving including planning, developing, and implementing projects and programs.

· Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.

· Creates, composes, and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.

· Coordinates fiscal activities and maintains accounts for the Office of the Vice President for Academic Affairs.

· Assists in the coordination, supervision, and completion of special projects as appropriate.

· Leads and guides the work of staff and/or student employees, as appropriate; may participate in training and evaluative sessions.

· Performs miscellaneous job-related duties as assigned.

OTHER DUTIES: Perform other duties as assigned.

QUALIFICATIONS: Education/experience: 4-years degree required or equivalent years of experience directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, and ABILITIES:

· Knowledge of general accounting principles, procedures, systems, and documentation.

· Knowledge of office management principles and procedures.

· Knowledge of procurement rules and regulations.

· Excellent oral, written, and communication skills; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.

· Requires a precise command of grammar, punctuation, spelling, and the correct usage of the English language. Must be adept at consistently multitasking while accurately attending to detail.

· Information research skills.

· Organizing and coordinating skills.

· Project management skills.

· Skill in budget preparation and fiscal management.

· Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

· Ability to create, compose, and edit written materials.

· Ability to develop and maintain recordkeeping systems and procedures.

· Ability to gather data, compile information, and prepare reports.

· Ability to resolve customer complaints and concerns.

· Demonstrated ability to maintain confidentiality.

SUPERVISOR RESPONSBILITES:

· This position includes supervision of student workers and may include others as assigned for specific tasks and projects.

PHYSICAL REQUIREMENTS:

· Work is normally performed in a typical interior/office work environment.

· No or very limited physical effort required.

· No or very limited exposure to physical risk.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

Organization

Our Mission

Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

Geographic Region
Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

Institutional Admission Standards
Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

Degree Levels
Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

Strategic Directions/Program Priorities
The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

Enhancement of Instruction
The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

Service and Research Functions
Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

Kentucky State University shall focus on meeting the applied research and service needs of state government.

Collaborative Ventures
The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

Efficiency and Effectiveness
Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

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Company info

Website: http://www.kysu.edu/
Telephone: 502-597-6000
Location: 400 E Main St
Frankfort
Kentucky
40601
US

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