(Class Code: 0547H) (NUNC)
Position Description
TITLE: Executive Assistant II
DIVISION: Academic Affairs (
REPORTS TO: Dean
of the
GRADE: 8
SUPERVISES: May supervise clerical support staff and/or student assistants
BASIC FUNCTION:
Serve as executive assistant to the Dean of the Graduate School of Oceanography, providing critical administrative support. Perform private confidential secretarial duties of a complex and responsible nature.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist the Dean in carrying out administrative responsibilities; research and troubleshoot issues needing resolution at the Graduate School of Oceanography.
Provide confidential secretarial services, including the following: arrange and schedule meetings; type reports, correspondence, speeches and related materials; make travel arrangements; draft and respond to routine correspondence; prepare and maintain spreadsheets.
Arrange, schedule and conduct special events, such as meetings, conferences and social events. Support marketing and outreach efforts as necessary.
Answer phones, greet visitors, and disseminate information to a diverse constituency. Exhibiting a high degree of tact and sensitivity, deal directly with the public, students, faculty, staff, and officials (both within and outside the University) on behalf of the Dean.
Prioritize responses to correspondence, phone calls, and various issues, thereby minimizing demands on the Dean’s time, allowing him/her to focus on broader and more critical issues.
In consultation with the Dean, assist in the preparation and administration of the Graduate School of Oceanography’s budget(s). Develop and maintain office files and budget records, and ensure their confidentiality.
Train, schedule, and assign workloads to support staff and student help.
OTHER DUTIES AND RESPONSIBILITIES:
Perform other duties as required.
LICENSES, TOOLS AND EQUIPMENT:
Personal computers, printers; word processing, spreadsheet, database management and scheduling software; fax and copying machines; calculator.
ENVIRONMENTAL CONDITIONS:
The incumbent is not substantially exposed to adverse environmental conditions.
QUALIFICATIONS:
Associate’s degree preferred; high school diploma
required. The following are required: at least five years of progressively
responsible experience in the capacity of administrative assistant in a complex
professional environment; excellent time management and organizational skills
in a multiple priority environment; proficiency with the Macintosh platform,
including iWorks and iCal; experience with online
surveys and email marketing applications; excellent interpersonal and written
and verbal communication skills; demonstrated experience in the organization,
coordination and supervision of support staff; demonstrated ability to maintain
confidentiality; demonstrated ability to work in a culturally diverse
environment. The following are preferred:
Experience with
Drupal content management system; demonstrated experience with e-Campus HCM and
Financial Administration systems; familiarity with academic oceanographic
institutions; knowledge of University policies and timeframes associated with
the promotion of faculty and marine research scientists; understanding of major
functional units associated with the operation of a satellite campus and
specialized marine cost center operations; skill in pre- and post-extramural
grant management and administration; knowledge of State of Rhode Island travel
and procurement policies and procedures.
TO APPLY:
Submit
(no emails or faxes, please) a resume and cover letter
postmarked by 07-03-09 to:
Samuel P. De Bow, Jr., Search
Chair
Requisition # 12538
PO Box G
An Affirmative
Action/Equal
ALL
REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE
INDIVIDUALS WITH DISABILITIES. The