Administrative Assistant to Vice President; Instruction

Administrative Assistant To The Vice President

Performs a variety of technical and complex administrative support duties for a Vice President. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.

Administrative Assistants at this level focus on applying services typically for a division having oversight of closely related functions. The Administrative Assistant to the Vice President is part of a multi-level career path encompassing administrative support. Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant level with a demonstrated ability to serve the executives, e.g., Vice Presidents or higher, whose functions require integrating the services of a variety of departments.

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned:

1. Provides support to a vice president of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the division and a basic understanding of the functions and procedures of other divisions.

2. Prepares, organizes, and maintains a variety of comprehensive and confidential files and records. Receives, handles, and stores the confidential, private, and sensitive information pertaining to the assigned executive office and division.

3. Responds to inquiries and conveys technical policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.

4. Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.

5. Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.

6. Assists the executive by preparing multimedia presentations for use in internal, board, and external use.

7. Provides administrative support to special processes such as, but not limited to cross functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.

8. Takes notes, recollections, or transcribes proceedings, including those which are of a confidential or private nature. Prepares from rough drafts or standing instructions a variety of correspondence, reports, and statistical data. Independently composes, and reviews for legality, original correspondence and forms on routine district matters.

9. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.

10. Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.

11. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.

12. Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.

13. Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.

14. Performs special projects as assigned. Conducts research of file libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.

15. Assists the executive with development of division-level budget proposals,…