Administrative Assistant – President’s Office

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[email protected] or by calling 864-294-2217.

Job Title:

Administrative Assistant – President’s Office

Job Family:

Administrative Support

Full-Time/Part-Time:

Full time

Compensation Grade:

4H

Pay Type:

Hourly

Department:

Chief of Staff

Job Summary:

To provide administrative assistance to President’s Office, White Oaks, Chief of Staff/Liaison to the Board of Trustees, and Office of the General Counsel.

Job Description:

General Responsibilities

Serve as the main receptionist for the President’s Office, Chief of Staff/Liaison to the Board of Trustees, and the Office of the General Counsel by responding to telephone calls, voicemail, and in-person requests by answering questions, taking messages and directing callers as appropriate. Greet visitors and provide general campus information as needed.

Communicate effectively with others, with diplomacy, tact, sensitivity and confidentiality as appropriate, consistent with the requirements of legal privilege and the expectations of senior administrative offices.

Receive, open, date stamp, and sort mail for the President, Chief of Staff/Liaison to the Board of Trustees, General Counsel, and Associate General Counsel. Deliver documents to on- and off-campus offices as needed. Copy and distribute materials as needed.

Process and submit spend authorizations for the President, Chief of Staff/Liaison to the Board of Trustees, General Counsel, and Associate General Counsel in Workday.

Process travel card expenses for the President, Chief of Staff/Liaison to the Board of Trustees, and General Counsel in Workday. Stay informed and updated on University travel and entertainment policies.

Manage and maintain office supplies for the President’s Office, the Office of the Chief of Staff/Liaison to the Board of Trustees, and Office of the General Counsel.

Follow safety procedures, as well as all applicable University policies.

Responsibilities – President’s Office and White Oaks:

Work with the Executive Assistant to the President to maintain office files.

Serve as the primary point of contact for events at the President’s home, White Oaks. Work with various campus groups to gather information about events and prepare the White Oaks event request form. Coordinate events with the First Gentleman and White Oaks staff regarding set up and distribute the final event request form to First Gentleman and White Oaks staff.

Perform other duties as assigned by the President and/or the Executive Assistant to the President.

Responsibilities – Chief of Staff/Liaison to the Board of Trustees:

Coordinate and schedule various meetings as needed.

Make travel arrangements as needed. Manage hardware and software purchases; coordinate with the Information Technology Systems office and the Help Desk on equipment and other technology needs.

Assist and coordinate the orientation of incoming interns and externs in the President’s office.

Perform other duties as assigned by the Chief of Staff/Liaison to the Board of Trustees.

Responsibilities – General Counsel:

Correspond with outside attorneys and other third parties on behalf of the Office of the General Counsel. Monitor the general mailbox for the Office of the General Counsel.

Prepare correspondence for review and signature based on notes or brief outline of content. Perform word processing tasks for the Office of the General Counsel, including the creation of documents, forms, and PowerPoint presentations, as well as proofreading these and other materials when created by others.

Make travel arrangements for the General Counsel and Associate General Counsel.

Coordinate and schedule various meetings for and maintain the calendars of the General Counsel and Associate General Counsel as needed.

Copy documents; prepare documents for production to third parties.

Manage the webpage for the Office of the General Counsel.

Input edits to the University policies database as instructed by the General Counsel and/or Associate General Counsel.

Manage and annually update the Appendix to the University policies database.

Manage hardware and software purchases; coordinate with the Information Technology Systems office and the Help Desk on equipment and other technology needs.

Assist and coordinate the orientation of incoming interns and externs in the Office of the General Counsel.

Perform other duties as assigned by the General Counsel and/or Associate General Counsel.

Relationships:

Works with members of other departments, Trustees, public, co-workers, donors and prospects to exchange factual information and explain policies, rules, regulations and practices and to plan, coordinate, solve problems or present information related to mutual goals.

Responsibility for Final Decisions:

Responsible for own work.

Reviews work to ensure compliance with procedures and deadlines.

Tasks involve multiple interpretations of data and/or procedures to address problems or situations that are not clearly defined. Work involves non-routine and diverse work not defined by procedure.

Errors may cause delays in a particular department or phase of work or result in losses in expenditures or working time.

Reports To: Chief of Staff

Routine work is performed independently, non-routine issues or questions are referred to the supervisor or others as appropriate.

Skill Requirements and Preferences:

Professional experience in an office environment preferred; broad administrative skillset required.

Strong Organizational And Communication Skills Required.

Ability and willingness to be proactive and to learn new tasks required. Ability to juggle multiple responsibilities and tasks in the course of each day required.

Experience in office software, including word processing and spreadsheets required; website and page layout experience is preferred.

Work Conditions:

Work is performed under usual office conditions.

Work requires regular interaction with students, faculty, staff, administrators, Trustees, and visitors.

Work involves frequent interruptions and the need to handle multiple tasks.

Work requires the handling of confidential information.

Work involves meeting multiple deadlines.

Work hours require flexibility.

Education Requirements:

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):