This position provides administrative assistance to leadership and all other office personnel in University Research Compliance (URC)

Executive Administrative Assistant

• Provides administrative support to the Assistant Vice President for Research Compliance and other office personnel


• Support and manage the day-to-day operation of the Assistant Vice President for Research Compliance, including his/her daily schedule


• Secures appointments and schedule meetings with the University administration, faculty, staff, students, etc. on behalf of the Assistant Vice President for Research


• Ensures administrative actions are completed appropriately and timely within the division of University Research Compliance.


• Secure Assistant Vice President for Research signature for all needed documents and ensures delivery to necessary recipients


• Provide hospitality measures within the URC office including guest relations


• Copying/scanning/shredding of requested documents for Assistant Vice President for Research Compliance.

General Office Support

• Serve as primary contact with other administrative offices, college research offices, and external constituencies in regards to administrators' calendars.


• Maintaining the facility and vehicles for cleanliness and organization.


• Schedule service calls, car maintenance, and maintain adequate supply of office materials, business cards, signs and identification, equipment, refreshments for meetings, etc.


• Maintain a university purchasing card for small order purchases.


• Assist URC staff with travel arrangements and reimbursements for all travel.


• Maintain departmental records to include, but not limited to, emergency calling lists, departmental contact info, and division contact information.


• Provide administrative support to a central administrative unit, to include complex calendar scheduling, scheduling meetings, managing.


• Coordinate details of selected meetings for the office.


• Maintain a high level of confidentiality and professionalism.


• Assist with and organize activities and special projects as assigned.


• Assist compliance committees with meeting scheduling, drafting letters, safe record keeping, scanning documents, taking minutes of meeting, or recording meetings, disseminate training documentation.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)


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  Five years experience.

  
  

  Post-secondary education may substitute for years of required experience.

  
  


• Skills, Proficiencies, and/or Knowledge:
  
  
  
  • Independent and trustworthy person with the ability to handle confidential and sensitive information.
  
  
  • Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.
  
  
  • Excellent written and verbal communication skills.
  
  
  • Proficient experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
  
  
  • Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.
  
  
  • Proven ability to work independently.
  
  
  • Strong organization and prioritization skills.
  
  
  • Demonstrated ability to meet project deadlines.
  
  
  • Ability to anticipate needs, resourcefulness and responsiveness are essential.