What are the responsibilities and job description for the VP Administrative Assistant position at Northeastern State University?
Executive Assistant to the Vice President
Administrative Support ~ Finance Administration
Job Summary
This position provides administrative, secretarial and clerical support to an assigned university Vice President.
MAJOR DUTIES
Schedules, plans and organizes meetings and special events; reserves meeting location and directs the preparation of facilities.
Corresponds with external officials, communities and institutions on behalf of the Vice President.
Answers telephone and greets visitors; provides information and assistance; takes messages and schedules appointments.
Coordinates travel arrangements; prepares detailed itineraries.
Monitors and reconciles office budgets; prepares requisitions and processes invoices for payment.
Assists in the coordination of university contracts.
Orders office supplies and completes expense reports for all office purchases.
Researches, gathers and assembles information for the Vice President.
Directs and supervises the work of assigned student employees; reviews and approves timesheets.
Creates and edits documents.
Prepares a variety of correspondence.
Maintains files and documents.
Performs related duties.
Knowledge Required By The Position
Knowledge of university policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Knowledge of budget management principles.
Knowledge of university travel policies.
Skill in the use of modern office equipment.
Skill in the provision of customer services.
Skill in oral and written communication.
SUPERVISORY CONTROLS
The Vice President assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include department and university policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
The purpose of this position is to provide administrative support for an assigned university Vice President.Success in this position contributes to the efficiency and effectiveness of office operations.
CONTACTS
Contacts are typically with co-workers, other college personnel, students, faculty, and members of the general public.
Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee frequently lifts light and occasionally heavy objects.
The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position may have direct supervision over assigned personnel.
Minimum Qualifications
Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field.
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.
Possession of or ability to readily obtain a valid driver’s license issued by the State of Oklahoma for the type of vehicle or equipment operated.
Annual salary $34,356.00 with excellent benefits, including generous leave time.
Anticipated hire date: 02/03/2025
Applications accepted until: 01/24/2025
Note: Posting will close to applicants at 11:59 pm, CST, on the date above.
Notice to Applicants
Applicants must be currently authorized to work in the United States on a full-time basis.
At the end of the application process, create your Candidate profile.
It is Northeastern State University’s policy that all newly hired employees must provide an original Social Security card during the hiring process. Failure to provide an original Social Security card will delay the hiring process and ability to begin employment.
An application cannot be changed after it has been submitted.
Administrative Support ~ Finance Administration
Job Summary
This position provides administrative, secretarial and clerical support to an assigned university Vice President.
MAJOR DUTIES
Schedules, plans and organizes meetings and special events; reserves meeting location and directs the preparation of facilities.
Corresponds with external officials, communities and institutions on behalf of the Vice President.
Answers telephone and greets visitors; provides information and assistance; takes messages and schedules appointments.
Coordinates travel arrangements; prepares detailed itineraries.
Monitors and reconciles office budgets; prepares requisitions and processes invoices for payment.
Assists in the coordination of university contracts.
Orders office supplies and completes expense reports for all office purchases.
Researches, gathers and assembles information for the Vice President.
Directs and supervises the work of assigned student employees; reviews and approves timesheets.
Creates and edits documents.
Prepares a variety of correspondence.
Maintains files and documents.
Performs related duties.
Knowledge Required By The Position
Knowledge of university policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Knowledge of budget management principles.
Knowledge of university travel policies.
Skill in the use of modern office equipment.
Skill in the provision of customer services.
Skill in oral and written communication.
SUPERVISORY CONTROLS
The Vice President assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include department and university policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
The purpose of this position is to provide administrative support for an assigned university Vice President.Success in this position contributes to the efficiency and effectiveness of office operations.
CONTACTS
Contacts are typically with co-workers, other college personnel, students, faculty, and members of the general public.
Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee frequently lifts light and occasionally heavy objects.
The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position may have direct supervision over assigned personnel.
Minimum Qualifications
Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field.
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.
Possession of or ability to readily obtain a valid driver’s license issued by the State of Oklahoma for the type of vehicle or equipment operated.
Annual salary $34,356.00 with excellent benefits, including generous leave time.
Anticipated hire date: 02/03/2025
Applications accepted until: 01/24/2025
Note: Posting will close to applicants at 11:59 pm, CST, on the date above.
Notice to Applicants
Applicants must be currently authorized to work in the United States on a full-time basis.
At the end of the application process, create your Candidate profile.
It is Northeastern State University’s policy that all newly hired employees must provide an original Social Security card during the hiring process. Failure to provide an original Social Security card will delay the hiring process and ability to begin employment.
An application cannot be changed after it has been submitted.
Salary : $34,356
