Executive Assistant to the Vice President

2 weeks ago

Youngstown, United States Youngstown State University Full time

Summary of Position

Provides office support services by assisting and, when appropriate, relieving supervisor of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.

Position Information

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.

Independently handles processes and programs on an on-going basis, such as public records program, audit responses, and interfaces with other public offices and administers the requirements of those offices, such as the Ohio Ethic's Commission, the Joint Legislative Ethics Committee, the Ohio Attorney General's Office and the Legislative Service Commission. Handles records retention management for the General Counsel's Office.

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, purchases, projects, and record keeping.

Schedules and maintains calendars, arranges appointments, 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, monitors and manages outside special counsel invoices via third party software. 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.

Assists other University departments with administrative and technical support, as necessary.

Plans, supervises, and monitors work of student assistants and other administrative position(s) in the Office of General Counsel; establishes timeframes for the completion of assigned tasks; trains and orients new employees in General Counsel Office; maintains personnel records; approves timesheets.

Other Functions and Responsibilities:Performs other related duties as assigned.

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: Vice President, Legal Affairs and Human Resources

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 and three years of experience providing administrative support and coordinating functions of an office or department.

Preferred Qualifications:Previous experience working in a law office or another legal setting. Possesses a paralegal certificate. Experience in office management.

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