Opportunity at a Glance
The Executive Assistant under direction, independently and in the absence of written guidelines, supports the Head of departments and Dean’s office to provide a high level of administrative support including organizing calendars, supporting Dean’s projects, drafting letters and documents, organizing meetings, supporting events, organizing travel as well as processing finances and ordering supplies. This role also supports the recruitment process for the departments, creating and implementing itineraries and acting as liaison for candidates throughout the process. Working and communicate at a high level with campus faculty and staff, Office of the Dean, head office and other professional organizations.
Responsibilities
• Determine necessary procedures; solving problems of a diverse nature and often times, performing work in areas where there are no administrative guides. Technical/professional knowledge of the non-standard aspects C administration is required.
• Make decisions based on a wide body of knowledge in addition to an intimate knowledge of standard department routine.
• Responsible for collating and collecting data for distribution in reports, meetings and department communications in a professional and proactive manner.
• Responsible for organizing schedule and deadlines to ensure satisfactory progress is being made toward completion of numerous, short-run and lo range Department goals and objectives.
• Assist the Executive Administrator in programming of results by specifying "milestones" which must occur at specific times to ensure successful achievement of stated goals and specific objectives.
• Responsible for scheduling quarterly and annual meetings and to assist Senior Staff members in presentation of materials to the RUSM Administrator & Director of Facilities and Operations.
• Independently conducts planning programs and structures them to "fit" the RUSVM timeframes for report requirements. Department accomplishments goals and objectives, major issues, new service programs and budget planning (to match with the specific plan for each Department) is within the scope of this responsibility. Responsible for all administrative aspects of the program.
• Independently communicates and interfaces, frequently and effectively, with campus wide administrative staff, faculty, academic and research staff, other RUSM campus staff and with various staff from the Office of the Dean, Communicates with professional organizations and Offices outside campuses and with the community on matters related to the RUSVM Administrator & Director of Facilities and Operations.
• Coordinates materials of a sensitive and confidential nature that involve the RUSVM Administrator & Director of Facilities and Operations.
• Compile and analyze data and supporting information for yearly special projects, MBO projects,
Departmental annual planning projects and the Division strategic planning.
• Compile data/drafts for review and reworks for main point and idea presentation.
• Organize quarterly manager/supervisor meetings and semi-annual all hands meetings for a Division of about 150 employees in separate Departments Organizes as hoc committee meetings pertaining to Division business and maintains files of agendas, minutes and correspondence.
• Coordinate all aspects of island interview scheduling, including booking flights and hotels, managing the itinerary, island tour and be the lead contact with Talent Acquisition and HR to ensure a successful interview procedure and onboarding.
• Establishes and coordinate an up-to-date, ever-changing and complex calendar for the HOD’s meetings and appointments. Determines the nature of each meeting or appointment and ensures materials and support data are provided.
• Maintain an active and critical deadline schedule. Responsible for reviewing, following up and coordinating material submitted as input for deadline schedule.
• In collaboration with the Information Technology Department implement various computer programs for the RUSVM Administrator & Director of Facilities and Operations including electronic mail, various spread sheet programs, word processing and desktop publishing and other programs as required. Responsible for updating all information to ensure accurate information is provided.
• Suggest and provide plans for allocation of resources to meet Departmental needs including utilization of facilities and equipment, purchasing and ordering supplies.
• Determine necessary supplies and equipment needs for the Office of the Executive Administrator prices
and analyzes cost effectiveness; prepare or supervise the preparation of required forms/paperwork and
monitor delivery and will as manage PO and finance submittal for HOD and Dean’s Office.
• Assist in the preparation of various budget charts, graphs, logs and coordinates the preparation of budget status reports for the RUSM Administrator & Director of Facilities and Operations.
• Plan and organize travel for the HOD and Director of Operations. Develop detailed itineraries of meetings and schedules and initiates all travel arrangements including request for travel advances, air reservations, hotel accommodations, meeting arrangements and ground transportation (car rentals, transfers, etc.). Initiates all forms necessary to reconcile travel expenses for Division travelers and maintains budget records of trips for reconciliation with University and non-University sources.
• Responsible for contacting non-University organizations and arranging/confirming dates for meetings. Responsible for preparing all materials and submittals necessary including reports, photographs, slides, overhead transparencies, charts, graphs, etc.
• Responsible for maintaining and updating all correspondence filing systems assuring easy data retrieval for the Office of the RUSVM Administrator & Director of Facilities and Operations.
• Perform all tasks necessary to accomplish the objectives of the office including but not limited to
transcribing from notes, answering telephones, directing all inquiries to appropriate offices within the
Divisions screening and distributing mail.
• Supports the EA and Dean’s office relating to special projects and support with external VIP guests
• Ability to maintain composure when working under pressure and attention to detail with a high level of accuracy.
• Ability to coordinate and deal with regular exposure to confidential material and requires a great deal of professionalism, discretion and integrity in dealing with internal and external contacts
QUALIFICATIONS
• Bachelor's Degree in Office Administration is preferred or its Equivalent
• Associate's Degree with seven years of Administrative and office experiences including management is required
