Executive Administrative Assistant - Military Veterans

Hourly Rate: $20.00-$22.00



Job Summary:





The Executive Administrative Assistant will oversee the effective execution of administrative functions and operations that support the Executive Directors of Student Financial Services and the University’s Registrar. This position is the primary person responsible for the day-to-day processes involved in budget, purchasing and travel reimbursements and human resources in accordance with university policies for the Student Financial Services and Registrar’s Office.  



Essential Functions:

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  Provides executive support to the and Executive Directors of SFS and RO (10%)
  


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  Manages the executives’ calendar, including making appointment and prioritizing the most sensitive matters. (10%)
  


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  Provides administrative assistance, such as writing and editing e-emails, drafting memos, and preparing communications on executives’ behalf. (5 %)
  


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  Organize meetings, including scheduling, sending reminders, and organizing event support when necessary. (5%)
  


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  Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate person/department. (5%)
  


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  Researches and follows up on inquiries that require more in-depth information. (5%)
  


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  Communicates both among the organization and to the community to successfully complete administrative needs as requested. (5%)
  


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  Welcomes visitors and identify the purpose of their visit before directing them to executive directors. (5%)
  


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  Coordinates DES Holiday Party (work with catering, send invitations, etc) (5%)
  

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  Manage Process for Budget, Purchasing, Travel Reports: Reconcile invoices, approve travel requests and travel/expense reports on behalf of the Dean, maintain, train and enforce UG Admission "Rules of the Road," review PaymentNet when necessary, prepare check requests, monitor budget and prepare regular reports, prepare report for travel for Controller's office each year. (15 %)
  


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  Coordinate and support all travel request and transactions using CONCUR (5%)
  


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  Prepares DES newsletter (5%)
  


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  Support the Coordinator of Operations with the on-onboarding of new staff in SFS and RO offices in regard to computers, business cards, key, procurement card, access to building, etc. (5%)
  


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  Payroll: Prepare PAFs and Request for Hire when needed for temporary and student workers are hired. (5%)
  


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  HR and Hiring: Prepare HR paperwork for new hires and promotions, review resumes and identify potential candidates for posted positions, set up interviews and assemble all paperwork for HR, assist with transition of new staff (order business cards, notepads and nametags, provide documents to request a Procurement Card, request computer and portal access and set up security, request 24 hour access and keys to Building, order equipment as needed - CPU, monitor, Surface, office phone). (10%)
  

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  Bachelor’s Degree is required for this position.
  


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  A minimum of 3 years of work experience providing administrative and accounting support for executive level directors in higher education.
  

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  Detail oriented with a strong attention to those details
  


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  Ability to work independently to meet deadlines
  


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  Strong communication and interpersonal skills.
  


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  Strong problem-solving ability
  


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  Expert skill set in Outlook and strong proficiency in Microsoft Office
  


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  Proven ability to work in a fast paced always changing environment
  


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  Strong computer skills, MS word, Excel and Power Point