Administrative Assistant to VP of STSS

GENERAL DESCRIPTION OF WORK:

Responsible for the full range of administrative and clerical support for the Vice President and the Department Managers. Responsible for prioritizing, delegating and completing work. Maintains confidentiality of sensitive material.

ESSENTIAL FUNCTIONS:

Provides administrative support for the division. Maintains thorough knowledge of all division activities. May work for one or more executives.

Plans and schedules the Vice President’s calendar for appointments, meetings, conferences and travel.

Receives, reviews and prioritizes mail/e-mail and independently prepares replies and routine communications. Composes, sets up and types correspondence.

Performs basic research for the Vice President.

Assists in the production of reports and presentations to be used by the Vice President.

Oversees clerical support services: assures adequate staff, plans and distributes projects/tasks to subordinates; maintains performance standards; coordinates needed training; and informs and guides subordinates. Monitors work load of clerical staff, acting as a back-up to support the productivity of the department when there are deadlines or limited staff.

Screens visitors and calls, handling all of those that do not require the direct attention of management.

Tracks budget, records and monitors expenses, and reports potential shortages/overages to the Vice President.

Approves purchasing of basic supplies.

Establishes files and records and supervises maintenance thereof.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

EDUCATION AND EXPERIENCE:

Requires an Associate’s Degree or two years of college or business school and at least 2 years experience in administrative office functions or an equivalent combination.

ADDITIONAL REQUIREMENTS:

Must have acceptable speed and accuracy in typing.

Must be able to maintain confidentiality of sensitive material.

Ability to work under little or no supervision and make independent decisions.

Excellent communication skills, both verbal and written.

Advanced grammatical and analytical skills.

Effective interpersonal skills both in person and by telephone.

Mathematical skills to perform basic calculations.

Ability to operate usual office equipment.

Ability to prepare a variety of spreadsheets such as expenses, budgets, etc.

Ability to prepare basic PowerPoint slide presentations.

Ability to operate basic audio/visual equipment.

Must have ability to read and understand semi-complex materials such as reports, reference manuals and instructions.

Must be able to maintain good work attendance.

Safety Accountability Statement:

• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

• Demonstrate a professional commitment to assure compliance with all organizational policies, practices and programs; related to safety, health, and system security.

• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

• Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must support VIA’s EEO and Diversity Program.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally move objects weighing 5-25 pounds such as files, supplies and large reference books.

WORK ENVIRONMENT:

Work involves deadlines and multiple priorities.

Works within normal physical office environment.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.