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Executive Assistant To The Vice President

Details
Posted By:
Margaret Phillips
Posting ID:
6324j1748
Location:
Big Rapids
Telephone:
616.456.5627
Tags:
 executive   assistant   university   higher   education 
Category:Admin / Clerical / Office
Listing Type:Job
Company:Ferris State University

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Management Business Solutions has been retained by Ferris State University to be a “value-add” partner to their recruitment for this position. As a solution based staffing organization; we have aligned our processes to mirror Ferris’s talent strategies to identify, screen and recruit qualified candidates.
To apply for this job, and to learn more about the possibilities at Ferris State University, please visit their website.

SUMMARY:

Provide responsible, independent and complex secretarial and administrative assistance to the Vice President and General Counsel, performing office and administrative functions requiring a significant degree of decision-making and independence of action within established University policies and procedures. Reports directly to the Vice President and General Counsel. Responsible for maintaining the confidentiality of designated information.

RESPONSIBILITIES:

Establish and maintain office procedures and policies and manage administrative office activities to ensure compliance.
Coordinate and monitor office functions to ensure completion of all projects/assignments.
Provide functional supervision over office clerical and support staff as assigned.
Assist the Vice President as assigned and includes: maintain appointment calendar, assemble materials to facilitate attendance of Vice President at meetings and events, collect and tabulate data from a variety of sources, coordinate events act as liaison with outside counsel on pending matters, process office administrative matters such as payroll, travel, and hiring process/employment within the division.
Plan and prepare administrative reports, independently answer routine correspondence and draft non-routine correspondence for review and approval of Vice President, review incoming mail and collect information and/or files, and draft correspondence, contracts, pleadings and other legal documents.
Administer all divisional purchasing; maintain/monitor all general and non-general fund budgets and accounts, and manage or assist in expenditure and budget decisions.
Respond to inquiries from a variety of internal and external sources, providing explanation and interpretative information on University policies, practices, and procedures.
Establish and maintain appropriate office systems necessary for assigned area of responsibility including follow up on pending matters.
Serve on or chair committees or task forces as assigned.
Perform additional administrative duties as assigned including special projects.


QUALIFICATIONS:

To perform this position successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Minimum: Bachelor’s Degree from an accredited institution.
Preferred: Legal related education or courses.

Experience

Minimum: Four (4) years senior level secretarial and assistant experience in a complex office environment.
Preferred: Work experience in the legal field.Work experience in a higher education environment.Bookkeeping/account clerk experience.


Ability To:

Operate a variety of equipment such as computers, printers, tablets, facsimile and copier.
Communicate effectively both orally and in writing.
Plan, organize, and make sound independent judgments and decisions.
Handle multiple assignments at the same time.
Utilize the rules of proper grammar, correct spelling, and punctuation, and proper arrangement of information (form and format) when preparing correspondence and pleadings.
Successfully interact with a diverse group of staff, students, and visitors in a variety of situations.
Work cooperatively in a fast-paced, demanding atmosphere.
Respond appropriately, efficiently, and positively to direction from supervisors and others.
Independently develop and maintain spreadsheets, databases, and administrative reports.
Demonstrate excellent organizational skills.
Demonstrate initiative and independent sound judgment in administering and prioritizing matters on behalf of the office.


This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of this position. It is not intended to limit or in any way to modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression of illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level or difficulty. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL OPPORTUNITY EMPLOYER

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