Administrative Assistant

Job Summary

The Administrative Assistant position in the Chief Operating Office on the Montgomery Campus is primarily responsible for providing administrative support to the Chief Operating Officer (COO) including: meeting and greeting students/faculty/staff/visitors, exercising discretion and judgement in determining the nature of their business and deciding appropriate action; screening calls and serving as liaison on issues which do not require the immediate attention of the COO; coordinating schedules for meetings, attending meetings, and preparing minutes as directed; scheduling appointments; researching information and creating correspondence for the COO’s signature on routine actions to ensure accurate and timely response; scheduling travel and preparing travel vouchers; maintaining multiple calendars; coordinating and setting up conference calls; planning and executing multiple tasks for several offices; analyzing requests and situations and taking appropriate actions; identifying problems and recommending solutions; coordinating projects with other departments and offices within the University, as well as external agencies; interacting with internal and external agencies in a helpful, courteous and friendly manner while demonstrating sensitivity to and respect for diverse populations; managing and coordinating special events such as commencement activities, the commencement VIP reception hosted by the Chancellor, Board of Trustee meetings and Foundation Board meetings; maintaining confidentiality in all matters; and other assigned administrative tasks as requested by the COO. Minimum Qualifications 1. High school diploma or equivalent
2. Minimum of four years of related work experience at the executive management level or extensive knowledge of the university
3. Proficient computer skills to include the use of Microsoft Word, Excel, Power Point, and Outlook Calendar
4. Excellent written and verbal communication skills
5. Strong organizational skills and ability to handle multiple tasks
6. Ability to pay close attention to detail
7. Ability to work with all types of internal employees, as well as a variety of external agencies and organizations
8. Ability to maintain a high level of professionalism in a busy and often demanding environment
9. Ability to learn and use University programs, processes and software Preferred Qualifications 1. Bachelor’s degree

Will this position require driving (personal vehicle, university vehicle, utility vehicle, or golf cart) in order to perform the job duties? No Work Hours Monday-Thursday, 8am-5:30pm
Friday, 8am-12pm List any hazardous conditions or physical demands required by this position NA Does this position have supervisory responsibility? No