Administrative Assistant

Position Title: Administrative Assistant

Job Description: President and Vice-Presidents

Classification: Non-Exempt

WC Code: 8868

Position Type: Fifth Level Administrator

Position Overview: The role of the Administrative Assistant provides comprehensive, high-level administrative support to the University President and Vice President of Operations. This assistance plays a crucial role in ensuring the smooth and effective execution of their responsibilities and tasks. The position requires exceptional organizational skills, proficiency in written and verbal communication, meticulous attention to details, the ability to maintain confidentiality, and the skill to manage various administrative tasks with a combination of professionalism and effectiveness. Additionally, multitasking is a core imperative for this position.

Key Responsibilities:

• Communication Management: Promptly respond to daily communication via email and voicemail, addressing inquiries in a timely and professional manner.
• Policy Adherence and Ethical Compliance: Ensure strict adherence to the University's mission, policies, procedures, ethical standards, compliance with data protection regulations and pertinent legal regulations in all aspects of the position's activities.
• University Engagement: Participate in Commencement Exercises, new student orientation, university events, committees, self-studies, and University Commencement Ceremonies.
• Special Projects: Execute special projects assigned by the President or supervisor.
• Compliance Adherence: Ensure compliance with Title IX of the Education Amendments Act of 1972, as well as FNU Policies, Procedures, Rules and Regulation, the FNU Code of Ethics, Family Educational Rights and Privacy Act (FERPA), Florida Information Protection Act of 2014 (FIPA), the EU General Data Protection Regulation (GDPR), and all other applicable federal, state, and local laws, rules, and regulations.
• Assigned Duties: Undertake other assigned duties as required.

Position Responsibilities:

1. Complex Responsibilities: Independently manage complex and diverse tasks in support of the President and VP of Operations, including research, presentations, and proactive management of events and meetings involving multiple executives and teams.

2. Calendar Management: Coordinate and manage the president's complex calendar, scheduling appointments, meetings, conferences, and travel arrangements. Anticipate scheduling conflicts and proactively adjust as needed.

3. Communication Liaison: Maintain effective communication between the President/VP of Operations' office and internal departments. Serve as the primary point of contact for the

president's office, handling correspondence, phone calls, and inquiries. Draft and proofread emails, letters, and reports on behalf of the president.

1. Meeting Support: Prepare agendas, materials, and presentations for meetings attended by the president. Record meeting minutes, distribute follow-up action items, and track deadlines.

2. Travel Coordination: Arrange domestic and international travel for the president, including transportation, accommodations, and itineraries. Ensure seamless logistical arrangements.

3. Relationship Management: Maintain positive relationships with university leadership, faculty, staff, students, alumni, trustees, donors, and external partners.

4. Board of Governors Assistance: Assist with the Board of Governors documentation. Facilitate communication and coordinate meetings, as necessary.

5. Confidentiality: Manage sensitive and confidential information with discretion and maintain the confidentiality of office discussions and decisions. Safeguard confidential documents and records.

6. Document Management: Organize and maintain electronic and physical files, ensuring efficient retrieval and secure storage of important documents.

7. Administrative Support: Provide administrative assistance, including preparing documents, reports, presentations, and spreadsheets. Assist in processing expense reports, invoices, and budget tracking.

8. Athletic Department Oversight: Support the Director of Athletics in managing budgetary and travel-related affairs within the Athletic Department.

9. Event Coordination: Assist in planning and coordinating events hosted by the president's office, such as receptions, dinners, and campus functions.

10. Project Assistance: Support special projects and initiatives led by the president. Conduct research, gather information, and prepare materials for strategic planning and decision-making.

11. Time Management: Assist the president in managing their time effectively, helping prioritize tasks and commitments to maximize productivity.

12. Task Delegation: Assist in delegating tasks within the office for efficient completion.

Education and Experience Requirements:

• Associate's degree required; bachelor's degree strongly preferred.
• Minimum of two years' progressively responsible experience reporting to a President, Chief Executive Officer or senior manager and demonstrating a thorough knowledge and proven proficiency with office practices and procedures.
• Proven ability to oversee complex and sensitive functions with discretion is desirable, along with experience working unsupervised and being entrusted with making important decisions.
• Prior experience in higher education preferred.

Qualifications:

• Excellent written and verbal communication skills for effective interaction with executives, stakeholders, and staff.
• Fluency in written, spoken, and read English/Spanish.
• 2 years of relevant experience supporting senior leadership in a high-volume, challenging environment.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, and Outlook and other specialized software.
• Proven discretion and confidentiality with sensitive company information.
• Excellent organizational skills with a proactive approach and prioritization ability.
• Continuous improvement mindset and an eye for efficiency enhancements.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Prominent level of initiative, strong planning skills, detail-oriented, and a strong work ethic.

Schedule:

• Monday - Thursday: from 12:00pm to 9:00pm
• Fridays - 10:00am to 7:00pm
• One Tuesday, every three months from 8:00 AM to 5:00 PM

Job Type: Full Time