What are the responsibilities and job description for the Executive Assistant position at Youngstown State University?
Summary of Position
Works for the Division or assigned area and provides office support services by assisting and, when appropriate, relieving supervisors of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.
Position Information
Essential Functions and Responsibilities: Manages all correspondence and communication; establishes and maintains professional quality standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses. Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.
Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, academic events, purchases, projects, and record keeping.
Schedules and maintains calendars, arranges appointments, speaking requests and meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.
Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.
Assists with the preparation of materials presented at meetings of the Board of Trustees.
Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.
Edits materials; prepares materials to be submitted for publication, convention presentations, and for presentations at internal and community meetings and for University reports, master plans, etc.
Assists other University departments with administrative and technical support, as necessary.
Plans, supervises, and monitors work of student assistants; establishes timeframes for the completion of assigned tasks; trains and orients new student assistants; maintains personnel records; approves timesheets.
Other Functions and Responsibilities: Trains new hires.
Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, Monday through Friday.
Supervision Exercised: Supervision is exercised over staff and student employees.
Reports To: Associate Vice President
Qualifications And Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, And Abilities
Knowledge of: University policies and procedures; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives; College/department/division policies and procedures; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures.
Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*; strong typing and computer skills; good communication skills, organizations skills, and attention to detail.
Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.
(*) Developed after employment.
Minimum Qualifications: At least a bachelor's degree; three or more years of experience providing administrative support and coordinating functions of an office or department.
Preferred Qualifications: At least four years of providing upper-level executive administrative support and coordinating functions of an executive office or department.
Works for the Division or assigned area and provides office support services by assisting and, when appropriate, relieving supervisors of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.
Position Information
Essential Functions and Responsibilities: Manages all correspondence and communication; establishes and maintains professional quality standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses. Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.
Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, academic events, purchases, projects, and record keeping.
Schedules and maintains calendars, arranges appointments, speaking requests and meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.
Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.
Assists with the preparation of materials presented at meetings of the Board of Trustees.
Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.
Edits materials; prepares materials to be submitted for publication, convention presentations, and for presentations at internal and community meetings and for University reports, master plans, etc.
Assists other University departments with administrative and technical support, as necessary.
Plans, supervises, and monitors work of student assistants; establishes timeframes for the completion of assigned tasks; trains and orients new student assistants; maintains personnel records; approves timesheets.
Other Functions and Responsibilities: Trains new hires.
Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, Monday through Friday.
Supervision Exercised: Supervision is exercised over staff and student employees.
Reports To: Associate Vice President
Qualifications And Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, And Abilities
Knowledge of: University policies and procedures; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives; College/department/division policies and procedures; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures.
Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*; strong typing and computer skills; good communication skills, organizations skills, and attention to detail.
Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.
(*) Developed after employment.
Minimum Qualifications: At least a bachelor's degree; three or more years of experience providing administrative support and coordinating functions of an office or department.
Preferred Qualifications: At least four years of providing upper-level executive administrative support and coordinating functions of an executive office or department.
