Position DetailsTo create a Posting, first complete the information on this screen, then click the Next button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting to Human Resources, you must go to the Posting Summary Page by clicking on the Next button until you reach the Posting Summary Page or select Posting Summary Page from the left navigation menu. Once a summary page appears, hover your mouse over the orange Action button for a list of possible approval step options.Position Information Position Title Office Administrator/Executive Assistant Status Full Time Job Summary This position is funded through restricted outside fundsThe Office Administrator/Executive Assistant will play a critical role in supporting the Executive Director of the Office of Distance Education and Online Learning at Tuskegee University. This role demands a highly organized, detail-oriented, and proactive individual who possesses the skills to handle a variety of tasks in a fast-paced environment. The successful candidate will serve as the liaison for communication between the Executive Director and faculty, staff, students and various internal and external stakeholders, while ensuring the efficient operation of the office.Essential Job Duties Communications Management
- Answer and direct phone calls, prioritizing emails and phone calls. Produce and distribute correspondence
- Act as the point of contact between the Executive Director and students, faculty, staff and administration.
Meeting and Event Coordination
- Schedule meetings and appointments
- Gather documents for meetings and take minutes during team meetings
- Organize and plan team events, both internal and off-site
Executive Support
- Manage and maintain the Executive Director's calendar, including scheduling internal and external meetings, appointments and conference calls
- Assist in the drafting and preparation of periodic reports and presentations
Travel CoordinationPlan and arrange travel itineraries including transportation and accommodations, ensure compliance with university travel policiesRecord-keeping and Document Management and Other
- Maintain contact lists.
- Maintain organized digital and physical filing systems for office records, academic materials, and correspondence
- Assist in compliance efforts by ensuring that all documentation is aligned with university policies and procedures, accreditation requirements, as well as state and federal regulations
- Prepare requisitions, personnel action forms (PAFs) and check requests
- Manage office inventory and supplies, equipment and software licenses/subscriptions
- Order office supplies when necessary
- Perform other duties as assigned
Qualifications (Education, Experience and Specialized Training)
- Bachelor's Degree or four (4) years of equivalent experience in Business Administration or a related field
- Four or more years of experience in an administrative role reporting directly to upper management
Physical Demands
- Ability to operate standard office equipment
- Ability to walk short distances
- Ability to lift and small carry parcels, packages and other items
- Ability to view a computer terminal; extensive reading
Skills and Attributes Knowlege of:
- Navigate the culture of higher education
- Learning Management Systems (LMS) and other educational technology platform
Skills:
- Excellent written and verbal communication skills
- Strong time-management skills
- Organizational skills
- Proficiency in using learning management systems and other educational technology platforms
- Flexible team player
Ability to:
- Maintain confidentiality of information
- Multi-task and prioritize projects and an ability to organize and coordinate multiple concurrent projects
- Maintain a professional work setting
Posting Detail Information Posting Number S696 Will this position required travel? YesWill this position required night, weekend, and after hour work? YesWill this positon be supported using grants or contract funding? YesNumber of Vacancies 1 Desired Start Date 09/30/2024 Position End Date (if temporary)Open Date 08/28/2024 Close Date 10/31/2024 Open Until Filled No Special Instructions Summary Each applicant, including all current employees, must complete and submit the following documents:
- Tuskegee University employment application
- Cover Letter
- Resume/CV
- Recommendation letters
- Copies of unofficial transcripts.
- Please note that official transcripts(s) will be required upon hire
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