Bethune-Cookman University Job Title: Executive Administrative Assistant
Division: Office of the President
JOB SUMMARY: Under general supervision, provides administrative and secretarial assistance to the Office of the President and manages day-to-day operations of the office.
ESSENTIAL FUNCTIONS:
- Organizing and implementing procedures for executing various administrative assignments.
- Compiling source materials and research data needed to prepare various reports and records for the Office of the President.
- Reviewing incoming correspondence in order to alert the Sr. Executive Assistant promptly of matters of special concern or interest for the President, also, to transmit routine correspondence to an appropriate office for action.
- Composing drafts of reports and letters for the Sr. Executive Assistant review and transmits replies to routine correspondence on the President's behalf.
- Taking electronic notes/dictation in preparing finished correspondence, reports or materials as assigned.
- Assisting in the preparation of the office budget, control of financial expenditures for supplies, and equipment.
- Establishing files and maintain records.
- Coordinating the selection and ordering of office supplies and other needed materials.
- Coordinating activities in preparation for meetings.
- Answering telephone, places calls, makes appointments and reservations, receives visitors, and performs the functions of an office receptionist when needed.
- Assisting students with conflicts with the faculty and/or other students.
- Maintaining an environment which reflects professionalism and confidentiality with the office of the President.
- Performing any other duties that may be assigned by the Sr. Executive Assistant or President.
EDUCATION and EXPERIENCE: - A Bachelor's Degree in office administration, business administration or other appropriate field, and three years of clerical experience; or an Associate's degree in secretarial science and five years of secretarial/clerical experience.
REQUIREMENTS: - Ability to compose and prepare reports, records, and correspondence.
- Ability to exercise judgment and discretion in interpreting and applying operation policies and procedures.
- Ability to understand and execute complex written and oral instructions.
- Ability to understand and interpret the university's academic regulations.
- Ability to make accurate calculations and deal with statistical data.
- Ability to take notes/dictation and to type at a corrected rate of 55 wpm.
- Considerable knowledge of office management policies, practices, and procedures.
- Ability to order, reconfigure, and install software to meet office demands.
- Ability to use the latest office software (i.e.: Word, Excel, Power Point, etc.).
- Ability to operate office equipment required for maximum efficiency of day-to-day operations.
- Ability to create databases for school faculty, students, courses, and reports.
- Ability to create and configure an ergonomic work environment.
ENVIRONMENTAL/PHYSICAL CONDITIONS: - Working environment is a normal business office setting.
- Demands normal manual dexterity and visual and auditory acuity.
- Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, or carrying of light items.
- Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at .
The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university