Status: Full-Time: Exempt
In keeping with the President’s commitment to Tuskegee University demonstrating "Excellence in Every Way", the ideal Executive Assistant will possess the willingness to use his or her expertise to assist in the university’s efforts to be a sustainable academic organization committed to excellence. The Executive Assistant is an important member of the Division of Student Affairs team and the front line staff member in the Office of the Vice President for Student Affairs. They are responsible for high-level contacts and exposure to sensitive information necessitating confidentiality, discretion, use of good judgment, and the highest degree of personal and professional integrity. The Executive Assistant works under the general supervision of Vice-President for Student Affairs and requires a high degree of personal initiative and the ability to operate independently.
Essential Duties and Job Responsibilities
Provide confidential support to VPSA to include personnel matters, budget management, and Student Affairs websites.
Coordinate meetings, retreats, workshops, and special events for Division. Coordinate meetings for the Academic and Student Affairs Committee of the Board of Trustees.
Establish and maintain effective work relationships with students, faculty, staff, and the public. Communicate effectively orally by phone or in-person and articulate clearly and concisely in writing. Represent the office, Division, and University in a friendly, courteous, and professional manner.
Serves as Division liaison to Finance and Administration. Provide forecasts and fiscal funds information to VPSA. Administer budget for Student Health & Counseling Center to assure compliance with expectations of the contract with a medical provider. Serve as the credit card custodian responsible for managing expenses and payment.
Assist with hiring, training, developing work schedule, and payroll timesheet processing for student assistant.
Assist with the review and revision of policies and procedures related to the University and the Division of Student Affairs.
Member of Student Affairs Leadership/Direct Reports Team
Member of CARES Behavioral Assessment Team
Serve as administrative support to Academic and Student Affairs Committee for Board of Trustees.
Serve as administrative support to Wellness & Recreation Committee
Serve as administrative support to the Diversity & Inclusion Committee
Associate, Bachelor’s or Master’s Degree in Business, Communications, or other relevant major to demonstrate management experience with supervisory and communications skills to function in a higher education environment, or equivalent education and work experience.
Two (2) to five (5) years of executive support experience in office administration required.
Demonstrated knowledge, experience, and ability to actively cooperate in a team environment, both in leadership and peer relations, and motivate others to do the same.
Excellent interpersonal, communication (including listening, writing, speaking), customer service, and time management skills.
Proficiency with Microsoft Office suite products (Excel, Word, PowerPoint, Outlook, social media, etc.).
Ability to analyze and problem solve under tight time constraints with attention to detail.
Strong written and verbal communication skills.
Must be willing to learn, understand and comply with FERPA, HIPAA, Title IX, & Clery processes.
Must satisfactorily complete criminal and credential background check. Having a criminal history is not an automatic bar for employment.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Tuskegee University will not sponsor applicants for employment visas.
Commensurate with education, training and experience
Additional Position Information:
This position requires occasional evening and weekend job responsibilities.
This position does not require travel.
The position is not funded through restricted outside funding.
This position is a full-time permanent position.
**The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **
APPLICATIONS will be accepted in the Office of Human Resources. Each applicant, including all current/existing employees, must complete and submit a Tuskegee University employment application, resume/CV, a list of (3) to (5) references (with detailed contact information) and copies of unofficial transcripts (official transcript(s) will be required upon hire). Applicants must meet the minimum qualifications and submit a completed application packet in order to be considered for the position. The University reserves the right not to fill the position in the event of budgetary or operational constraints.