THE
UNIVERSITY OF
Position Description
TITLE: Executive Assistant I
DIVISION: Student Affairs
REPORTS TO: Director of Athletics
GRADE: 7
SUPERVISES: Departmental secretaries and student assistants
BASIC FUNCTION:
Serve as executive assistant to the Director of Athletics, providing critical administrative support. Perform private secretarial duties of a complex and responsible nature.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist the Director of Athletics in carrying out administrative responsibilities; research and troubleshoot issues needing resolution at the departmental level.
Provide confidential secretarial services, including the following: arrange and schedule meetings (both internal and external constituents); type reports, correspondence, speeches and related materials; make travel arrangements; draft and respond to routine correspondence; prepare and process all contractual documents and personnel paperwork; serve as contract and monitoring administrator for sponsorships.
Arrange, schedule and conduct special events, such as meetings, conferences and social events and prepare proper documentation for audits. Support marketing and outreach efforts as necessary.
Answer
phones, greet visitors, and disseminate information to a large departmental
staff and diverse constituency. Exhibiting
a high degree of tact and sensitivity, deal directly with the public, students,
faculty, staff, alumni, and officials (both within and outside the university)
on behalf of the Director of Athletics.
Prioritize responses to correspondence, phone calls and various issues, thereby minimizing demands on the Director's time, allowing him/her to focus on broader and more critical issues.
In consultation with the Director, assist in the preparation and administration of the department's budget. Develop and maintain office files and ensure their confidentiality.
Interview and recommend for appointment secretarial and student help within the office. Train, schedule and assign workloads to secretaries and student help when necessary.
OTHER DUTIES AND RESPONSIBILITIES:
Perform other duties as required.
LICENSES, TOOLS AND EQUIPMENT:
Personal computers, printers; word processing, spreadsheet, database management and scheduling software; dictaphone/tape recorder; 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 three 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 word processing and spreadsheet software; 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. Stenographic proficiency preferred, as is proficiency with database and scheduling software.
TO APPLY:
Submit (no emails or faxes, please) a resume
and cover letter postmarked by 07-18-08 to:
Salary Range: $31,675-$66,479
Susan J. Bergen, Search Chair
Requisition # 12211
University of Rhode Island
PO Box G
Kingston, RI 02881
An Affirmative
Action/Equal
ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.