About the Department

The Executive Assistant provides professional-level support services needed to fulfill the duties assigned to the Vice President and Associate Vice President in a timely and effective fashion. Performance of duties should be in a manner appropriate to the office and tempered with a realization of the need for confidentiality and service to students, which requires dependability, flexibility and adaptability. The Executive Assistant interacts on behalf of the Vice President with all levels of the Samford community, including deans, department heads, faculty, administrators, staff, trustees and external stakeholders.

Position Duties

Serves as the primary point of contact for internal and external communication on behalf of the Vice President. Manages a comprehensive office calendar for the Vice President and Associate VP, scheduling all appointments and adjusting as necessary to avoid conflicts, as well as coordinating meetings with direct reports, staff, senior administration, and the Board of Trustees.
Assists with preparing for meetings, presentations, workshops, and reports by preparing and distributing agendas, scheduling facilities, planning menus, arranging catering services, and coordinating preparation of any support material.
Coordinates divisional meetings, retreats, trainings, and special events.
Maintains the official files of the Office of the Vice President by properly coding and filing all current materials and archiving material in accordance with the records management policies and procedures of the University.
Assists with onboarding, personnel documentation, and administrative processes for Student Affairs staff. Administers the division personnel files on all division employees to insure their completeness for evaluation and accreditation purposes.
Maintains confidential files, records, and sensitive information with discretion and professionalism.
Provides assistance with communication including marketing and publications, social media and coordination of specific efforts in outreach. Undertakes special projects, as assigned, which may include the management, coordination and preparation of reports, presentations, researching information related to institutional comparisons, policies, practices, or the collection of data on spreadsheets to facilitate analysis.
Serves as the primary point of contact for financial matters related to the division budget, specifically with accounting, purchasing cards, budget reporting and personnel changes.
Serves as the primary contact for student affairs funds, monitoring accounts, making distributions, and reporting in accordance with university policies and procedures. Coordinates with university finance offices to ensure compliance with institutional guidelines and responsible stewardship of funds.
Fulfills other duties as assigned to meet the goals and objectives of the entire Division of Student Affairs.
Prepares Student Affairs and Enrollment Management Trustee Committee reports and communicates with the committee to confirm scheduled meetings. Communicates with the committee during the process for student organization recognition.
Provides telephone coverage for office by answering all incoming calls, forwarding calls to the appropriate person, taking comprehensive messages, and placing calls as needed. Regularly receives problem calls of a confidential nature, and ensures all matters are referred to the appropriate office and/or acted upon.
Assists the Associate Vice President with meeting arrangements, answering incoming telephone calls and addressing inquiries and concerns.
Oversees equipment and supplies for the office, ensuring equipment is operating correctly and supply inventory is adequate.

Minimum Qualifications

Bachelor’s degree.
Minimum five (5) years of experience in an education environment, office administration, or management.
Work requires communications, analytical, planning and organizational skills.
Must be a self-directed planner with excellent computer, analytical and writing skills.
Must be a problem solver.
Must have strong managerial and administrative skills.
Strong interpersonal skills to communicate effectively with students, parents, staff, faculty, donors and alumni, while properly maintaining confidentiality of sensitive information.
Organizational skills necessary to anticipate and support the requirements of the Vice President of a division of more than 60 staff.
Professional attitude and appearance are required and understanding of the Christian mission and a student-focused office is non-negotiable.

Other Qualifications

Proficiency in the use of MS Word, Excel and Office 365, Canva, and experience with Banner and MS PowerPoint is preferred.

Benefits

: We offer a complete benefits package to full-time employees including health care, dental, vision, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page.

Supplemental Questions

Do you have a Bachelor's degree or higher?

Do you have at least 5 years of experience in an education environment, office administration, or management?

Required Question

Agency Information

Employer: Samford University
Address: 800 Lakeshore Drive

Birmingham, Alabama, 35229
Phone: 2057262011
Website: http://www.samford.edu

Executive Assistant to the Office of the Vice President