Administrative Assistant to the Office of the Chancellor

Summary

Southern University at Shreveport, Louisiana (SUSLA) is accepting applications for the Administrative Assistant to the Chancellor position. SUSLA is a comprehensive community college serving Shreveport, Bossier City, and surrounding areas in Northwest Louisiana. It is one of five campuses constituting the Historically Black Southern University System. The University serves approximately 3,000 undergraduate students and offers 32 undergraduate degrees and certificate programs in a variety of fields including Allied Health, Nursing, Aerospace Technology, Business Studies, Behavioral Science/Education and Science & Technology.

Position Overview:

The Administrative Assistant to the Chancellor performs a variety of specialized, complex, and confidential administrative assistance duties of the highest level of responsibility, confidentially, and sensitivity for the Chancellor and manages the administrative operations of the Chancellor’s Office.

Primary Responsibilities:

· Organize and manage the Chancellor’s professional and personal scheduling, including agendas, mail, email, phone calls, client management and other campus logistics.

· Manage and arrange travel for the Chancellor. Coordinating all lodging, transportation, meals and activities during travel.

· Screen and handle telephone communications for the office, screen and direct visitors and deals with administrative problems and inquiries as appropriate.

· Relieves Chancellor of a variety of administrative matters and serves as confidential, administrative assistant. Assesses importance of issues or conflicts, applies relevant policy, and briefs supervisor.

· Prepare correspondence relative to administrative activities. Independently composes correspondences involving complex, sensitive, and non-routine matters. Maintain professionalism and strict confidentiality with all materials.

· Edit correspondence and reports for Chancellor’s review. Prepare documents for contracts for implementation for and by the university.

· Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.

· Organizes and facilitates meetings, conferences, and other special events or projects, as required.

· Updates and organizes files, includes maintaining and securing files sensitive in nature. Collect data necessary to maintain university files, programs, and reports.

· Maintain Chancellor’s CELT and Cabinet meeting minutes and files. Manage content and flow of information for the executive leadership team.

· Create spreadsheets, reports and PowerPoint presentations. Create and maintain a contact database for the Office of the Chancellor.

· Conduct and/or supervises special projects, which require the analysis and preparation of detailed reports for submission to the Board of Regents, and the Board of Supervisors for Southern University at Shreveport

· Assist in the compilation and preparation of reports due from accreditation process and any institutional reports as required.

· Establish and implement office procedures necessary for routine operations of the Chancellor’s Office

· Follow proper purchasing procedures for requisitions, and to maintain adequate supplies for the department, as well as, purchasing for the office of the Chancellor.

· Performs other duties as assigned by Chancellor

Minimum Qualifications:

· Must have a Bachelor's degree in business administration or a related field from an accredited university

· Five or more years of experience in an administrative role reporting directly to senior management

· Excellent written and verbal communication

· Strong time-management skills and the ability to organize and coordinate multiple concurrent projects

· Proficiency with office productivity tools and an aptitude for learning new software and systems

· Flexible team player, willing to adapt to changes and unafraid of challenges

· Ability to maintain confidentiality of information related to SUSLA and its employees

Preferred Qualifications:

· Experience in managing budgets and expenses

· Experience in developing internal processes and filing systems

Job Type: Full-time

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Administrative: 5 years (Required)

Work Location: In person

Salary : $35,000 - $40,000