Professional Aide | TEMP Executive Staff Assistant

Position Summary(Basic Job Function)

This is a temporary or an on-call position. Provides professional support. Responsibilities may include general business, science, medical, agricultural or other professional support functions.

Term : Temps can work two (2) nine (9) month terms with a week break in service in between and at the end of the second term terminate for three (3) months or switch to an on-call.

On-Call allowed to work 1039 hours in any twelve (12) month period.

Unit Position Summary

• Maintains the calendars of the Executive Director for HPEAA to ensure time, activities, and events are effectively scheduled to ensure the completion of necessary work.
• Sorts, reviews, and directs mail and other communications, including drafting responses and maintaining logs to track delegated matters.

Interprets and summarizes materials to inform the Executive Director of pertinent events and information.

• Gathers, screens, prioritizes and communicates to the Executive Director sensitive and confidential information received from administrators, executives, staff, faculty, and external entities including governmental agencies and others, and responds to queries at the direction of the Executive Director.
• Facilitates and processes travel, and human resources including tracking performance review schedules, time-away, and maintaining and ordering supplies.

Monitors the operations of HPEAA to ensure that policies and procedures associated with these roles are adhered to.

• Assists in the preparation and distribution of material for committees and project teams led or facilitated by the Executive Director, and attends meetings as directed by the Executive Director to take notes and follow up on meeting decisions.
• Interprets University and unit policy and administrative procedures and initiates necessary action. Serves as the building liaison on building maintenance and safety-related matters.
• Performs other duties normally associated with a Secretary III and Executive Secretary II to ensure the completion of necessary work.

Desired Qualifications

• Advanced level of proficiency with Microsoft Outlook (including scheduling meetings, sharing and configuring calendars, and configuring settings).
• Familiarity with Microsoft Teams and Zoom, with the ability to reach a proficient skill level within three months
• Proficient Microsoft Word skills (including creating, editing, and formatting documents)
• Proficient Microsoft Excel skills (including creating spreadsheets and using basic formulas)
• Ability to write and communicate clearly
• Ability to maintain confidentiality of information
• Ability to prioritize and execute tasks efficiently
• Coordination of accessible meetings both in person and online
• Proficient Microsoft PowerPoint skills (including creating, editing, and formatting slides)

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.