VP Administrative Assistant

Reporting to the VP of assigned area / department, the Administrative Assistant will provide a high level of

active administrative support. The Administrative Assistant relieves the VP of administrative type functions in

order to increase the time the VP has available for primary level responsibilities. May handle a wide variety of

situations and conflicts involving the clerical and administrative function of the office. Responsible for

confidential and time sensitive material. Prepares routine and advanced correspondence including letters,

memoranda, and reports and taking minutes of meetings, supporting all departments within Finance and

Administration. The Administrative Assistant supports other department employees with administrative needs

as required.

Essential Job Functions :

• Serve as a main resource and key liaison for the VP and various departments within VP’s hierarchy.
• Manage the VP’s calendars, including drafting and preparing meeting agendas, briefing notes and

corresponding materials.

Manage communication (e.g., email correspondence, or verbal) for the VP with internal and external

constituencies.

• Manage projects as directed by the VP and as dictated by the office’s project timeline.
• Handles work of a confidential or complex nature, necessitating exposure to sensitive information and

contacts requiring considerable discretion, judgment, tact and diplomacy, as well as a practical

knowledge of the practices and procedures of the University and its programs.

Coordinate and arrange for conferences, meetings and events for the VP, including arranging any travel

if needed.

• Produce and distribute meeting materials and related data.
• Processing the mail, ordering supplies.
• Receive, review and coordinate action of VP’s incoming mail. Establish and schedule deadlines for the

dissemination of information.

Answer telephone calls, determine priorities, prepare responses, and / or respond in an appropriate and

timely fashion.

Work closely with the VP to ensure that all projects assigned to direct reports of the VP are completed

on or before deadlines assigned. Ensure the VP is up to date on status of all assigned projects.

Attend meetings of importance with the VP. Draft agendas, schedules, notices, minutes, and respond to

information requests on behalf of the VP as requested.

Enters requisitions into Jenzabar for payment of invoices; follows-up with Accounts Payable to ensure

payment of any outstanding invoices.

Analyze and dispatch incoming calls, meeting requests, and correspondence in the interest of

responding independently whenever possible and / or appropriate.

Other duties as assigned by the VP.

Supervisory Responsibilities

None

Minimum Job Qualifications

Education and / or Experience

• High School Diploma or GED required; Bachelor's degree preferred.
• Minimum of 3 years' experience working as an administrative assistant preferred.
• Experience in a higher education setting preferred.
• Must be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
• Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
• Ability to handle multiple tasks and assignments and meet competing deadlines.
• Ability to work independently without close supervision and as a member of a team.

Certificates, Licenses or Registrations

None

Other Competencies (skills, abilities, behavior)

Must have a philosophy that is consistent with the Mission, Vision and Core Values of the organization. Vision,

commitment, and experience in achieving goals and pursuing excellence is critical; ability to work both

independently and collaboratively in a dynamic and demanding environment. Must have strong verbal and written

communication and organizational skills; proven ability to manage multiple complex assignments with sensitivity

to deadlines, priorities, and changing circumstances; demonstrated professional work ethic and positive, problem

solving attitude. Must be able to read, write and speak fluently in English.