| Basic Function |
Reporting directly to the IET Provost, the Executive Assistant will provide comprehensive administrative support to the Provost. The Assistant will represent the Provost and the Office of the Provost to others and serve as the gatekeeper for internal and external contacts that may include students, faculty, college staff and community/employer stakeholders.
|
| Duties and Responsibilities |
Description of Duties and Tasks
-
Conserves Provost’s time by reading, researching, and routing correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications.
-
Maintains Provost’s appointment schedule by planning and scheduling meetings, conferences, travel, teleconferences; familiar with scheduling and conducting meetings using video conferencing technology.
-
Serves as first point of contact for calls to the Office of the Provost and answers or directs inquiries.
-
Prepares the necessary documents and tracks HR functions within the Office of the Provost.
-
Understands information security and maintains confidentiality.
-
Prepares reports by collecting and analyzing information
-
Reviews and analyze budget information
-
Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
-
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
-
Contributes to team effort by accomplishing tasks related to special projects.
-
Manage the IET Full-time and Adjunct faculty contracting processes.
-
Work independently on projects, may supervise part-time or work-study assistants
-
Other duties as assigned.
|
| Minimum Qualifications |
Associate degree in Office Administration, or equivalent applicable experience or training. Previous budgeting and supervisory experience in clerical or administrative positions in varied
complex work environments. Proficient in Microsoft Office suite and Oracle based applications.
|
| Preferred Qualifications |
Bachelor’s degree in a STEM field or equivalent applicable experience or training. Significant experience supporting a senior-level executive in an institution of higher education .Significant experience
in college operations relating to supervising, budgeting, human resources and working with ImageNow , Microsoft Office Suite and Oracle-based applications such as NOVA’s Student Information System (SIS) and Financial Information System (FIS).
|
| Required Knowledge, Skills, and Abilities |
-
Excellent communication and customer service skills
-
Strong writing, editing and proofreading skills
-
Budget management skills
-
Data assessment and reporting skills
-
Ability to effectively supervise and manage team and office schedule.
-
Knowledge of office management and procedures , competency in Microsoft Office Suite
-
Working knowledge of a course management system (i.e. SIS)
-
Must be detail-orientated with good problem solving , conflict management and resolution skills
-
Excellent presentation, organization and time management skills
-
Ability to balance multiple and competing priorities
-
Working knowledge of travel logistics
-
Ability to maintain office equipment and troubleshoot associated technology.
|
| Operation of a State Vehicle |
No |