THE UNIVERSITY OF RHODE ISLAND                   Position # 107017

Position Description

TITLE: Executive Assistant I

DIVISION: Academic Affairs (Graduate School)

REPORTS TO: Associate Deans, Graduate School

GRADE: 7

SUPERVISES: May supervise one or more clerical support staff and/or student assistants

BASIC FUNCTION:

Serve as executive assistant to the Associate Deans of the Graduate School, providing critical administrative support. Perform private secretarial duties of a complex and responsible nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Supervise and manage office administration operations including correspondence and records maintenance. Draft correspondence for the Associate Deans, as appropriate. Maintain office files, screen incoming communications, schedule appointments and maintain Associate Deans' calendars; arrange for meetings, luncheons, receptions, and travel. Provide confidential secretarial services when working with Associate Deans, with graduate student records, and confidential supervisory services for staff members.

Serve as secretary to the Graduate Council, with responsibility for the following: collecting and drafting agendas; disseminating materials to Council members; taking, transcribing and distributing the minutes; preparing and forwarding the Council's Curricular Report to the Faculty Senate. Provide policy-related information to various departments and/or Colleges.

Responsible for the certification of all professional degrees (MBA, MCP, MLIS, MOM, MMA, MOO, MPA and Ph.D.) for graduating students. This involves maintaining files, checking records, generating lists, and notifying departments and students of their status.

Assist in the efficient and timely production of the Graduate section of the University Bulletin, including the following: notifying departments of deadlines; collection and verification of data submitted by the departments; updating the Graduate School calendar and the listing of the graduate faculty.

Maintain the Graduate School budget records and assist in the preparation of annual budget requests. Procurement of all supplies and equipment for the Graduate School and Graduate Admissions offices. Process and maintain time cards and personnel records. Ensure the confidentiality of all office records as appropriate.

Coordinate, with the Associate Deans, commencement arrangements including the preparation of graduation lists, the commencement program, commencement-related correspondence to candidates and faculty and assist Associate Deans with hands-on organization of the commencement ceremony.

Interview and recommend for appointment Graduate School clerical and student help. As necessary, determine and coordinate the work of clerical and student help. Train clerical staff and student help in office and University procedures and regulations. Supervise one Senior Clerk Typist, one Principal Clerk Typist, one Senior Word Processing Typist, one Systems Support Technician I, and student employees.

Prioritize responses to correspondence, phone calls, student requests and concerns, and various other issues, thereby minimizing demands on the Associate Deans' time, allowing them to focus on broader and more critical issues.

Serve on various University-related committees at the request of the Associate Deans.

OTHER DUTIES AND RESPONSIBILITIES:

On behalf of the Associate Deans, interact directly with officials both within and outside the University community.

Perform other duties as required.

LICENSES, TOOLS AND EQUIPMENT:

Personal computers, and printers; word processing, spreadsheet software, dictaphone/tape recorder; fax and multi-function copying machines; calculator.

ENVIRONMENTAL CONDITIONS:

The incumbent is not substantially exposed to adverse environmental conditions.

QUALIFICATIONS:

High school diploma required; Associate's degree preferred. The following are required: at least three years' experience in a complex administrative support position, preferably in an organization-wide higher educational setting; excellent interpersonal skills; ability to communicate effectively verbally and in writing; ability to organize, coordinate and supervise support staff; excellent typing skills; demonstrated proficiency in computing, including word processing, and spreadsheet software; demonstrated initiative and ability to effectively and comfortably function in a high intensity environment; experience in dealing with situations requiring a high degree of tact and sensitivity; demonstrated ability to coordinate complex management tasks; ability to interpret institutional policies, rules, and regulations, and to communicate the interpretation to others; excellent time management skills; demonstrated ability to maintain confidentiality; demonstrated ability to work in a culturally diverse environment. Work experience in a graduate school setting preferred.

TO APPLY:

Submit (no emails or faxes, please) a resume and cover letter postmarked by 11-14-08 to:

Harold D. Bibb, Search Chair
Requisition # 12342
University of Rhode Island
PO Box G
Kingston, RI 02881

Salary Range: $31,675-$66,479

An Affirmative Action/Equal Opportunity Employer

ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.