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Executive Assistant to the Vice President
3 months ago
Position Function:
Independently manages and oversees the activities of the Vice President of a major, multifaceted division of the University. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact.
Employees hired into Intermittent positions are limited to working no more than 720 hours per fiscal year.
Salary Grade : 14
Please see or for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.
Department Profile:
The Division of Student Affairs works to provide opportunities for growth to Mississippi State students. The programs and services offered by our departments are here to help students achieve their academic, personal, and career goals.
Essential Duties and Responsibilities:
1. Serves as the primary point of initial contact on any matter directed to the office by University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
2. Receives, screens, evaluates, and determines appropriate response to written correspondence received by the office; independently formulates and disseminates written responses as appropriate.
3. Oversees and coordinates the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
4. Manages special programs for the office principal, some of which may have University-wide impact.
5. Gathers, investigates, researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations.
6. Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.
7. Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes for one or more other internal or external organizational entities, as specifically assigned.
8. Reviews and approves transactions, as assigned, and advises the office principal on appropriate disposition; provides key coordination and consultation with regards to faculty/staff recruitment and hiring, as appropriate to the position.
9. Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
10. Participates in various committees and professional organizations.
11. Oversees the planning and coordination of key special events for the office principal.
12. Performs miscellaneous job-related duties as assigned.
This position may supervise/coordinate the work of other staff.
The above essential duties are representative of major duties in this position. Specific duties and responsibilities may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills and abilities required for the job. Not all of the duties may be assigned to a position.
Minimum Qualifications:
Minimum Education: Bachelor’s degree* with focus on Business or other related discipline
Minimum Experience: Seven years with focus directly related to the duties and responsibilities specified
*Any equivalent combination of education and/or experience will be considered for this position.
Preferred Qualifications:
Administrative experience supporting executive officers in a university setting
Knowledge, Skills, and Abilities:
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community.
• Records maintenance skills.
• Conflict resolution and/or mediation skills.
• Information research, analysis, and evaluation skills.
• Broad knowledge and understanding of university policies and procedures.
• Knowledge of office management principles and procedures.
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Project management skills and the ability to resolve complex problems and issues.
• Knowledge of budget preparation and fiscal management
Working Conditions and Physical Effort
• No or very limited physical effort required.
• No or very limited exposure to physical risk.
• Work is normally performed in a typical interior/office work environment.
