Executive Assistant To Vp Of Operations Jobs (NOW HIRING)

SUMMARY

The position will serve as the Executive Assistant to the President of the University and the Vice President of Business Affairs.  The Executive Assistant reports directly to the President.

ESSENTIAL DUTIES AND RESPONSIBILITIES

         The Executive Assistant will provide administrative support to the President of the University and the Vice President of Business Affairs; and will serve as the primary point of contact for the President to university administrators, faculty, staff, students, external organizations, and the public.

         This individual is required to anticipate and follow-up on actions for the President and Vice President for Business Affairs to the Oklahoma State Regents for Higher Education, RUSO, regional and state universities, local and state organizations and agencies, and all internal and external constituencies.  The Executive Assistant will coordinate and prepare the University's submissions for the Board of Regent's docket.

         The Executive Assistant will assist in preparation of various financial or administrative reports by compiling data and conducting research.  This individual will also ensure timely completion and submission of reports.

         The Executive Assistant will perform detailed duties and play a pivotal role in the shared decision making of scheduling and coordinating meetings and activities with constituents on and off campus.  This position has assumed responsibility in decision making in handling daily activities by responding to verbal and written inquiries.

         The Executive Assistant is responsible for the efficient operation and supervision of the President's Office, including management of the budget, scheduling, staffing, and operating procedures.  In that capacity, the Executive Assistant briefs the President on vital issues, and reports directly to the President on all matters related to the University.

         The Executive Assistant works closely with the Office of University Communications and University Advancement to coordinate their activities with the President's responsibilities.

         This position facilitates collaborative opportunities with internal and external constituencies of the University and serves as liaison for the Office of the President with all constituents of the University.

         The Executive Assistant will schedule appointments with or for the President; confirm, or reschedule, appointments as necessary; and update detailed appointment schedule for President on a daily basis.

         The Executive Assistant will use personal judgment in the scheduling of speaking engagements for the University President.  Obtain all pertinent information on the speaking event, work with Public Information to ensure speech materials are prepared.

         The Executive Assistant will manage numerous detailed travel arrangements (registration materials, hotel accommodations, airline reservations, PO's).

         The Executive Assistant will assist internal and external constituents with requests and inquiries.  The nature of requests vary and require decision making using knowledge of this office and the University.  Handles some situations independently when appropriate for the President.

         The Executive Assistant will coordinate the administrative and operational activities of the Office of the President to ensure the effective use of time and resources.

         This individual will supervise, hire, train, and evaluate staff, which includes student workers, and other positions specifically designated by the President.

         The Executive Assistant will conduct policy research, and provide advice and guidance to the President/VP of Business Affairs on administrative and operational issues, assuring compliance with applicable University, RUSO and OSRHE policies and procedures.  Seek board legal counsel for advice and direction as needed.

         The Executive Assistant will coordinate and facilitate university-wide activities which are related to the goals of the University, and which fulfill the responsibilities of the Office of the President.

         The Executive Assistant will lead, direct, or assist with special projects as assigned by the President and VP Business Affairs.

         The Executive Assistant will serve on University and external committees at the direction of the President.

         The Executive Assistant will act at the direction of the President/VP Business Affairs with vice-presidents, associate/assistant vice-presidents, deans, directors, faculty, staff, and students, external organizations including RUSO and OSRHE, and the public.

         The Executive Assistant will coordinate the development and review of issues among executive officers, senior officials, the regents, and the President.

         Duties are implemented in accordance with the policies and procedures established by the Oklahoma State Regents for Higher Education, the Regional University System of Oklahoma, and the policies and procedures of the University.

Coordinate and place orders for property appraisals.
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ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1.       Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

2.       Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.

3.       Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.

4.       Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation and performs incident duties as assigned.