The Administrative Assistant assists the Executive Vice President with administrative and clerical work by performing the duties listed below.
The Executive Vice President also serves as the Executive Director of the Missouri Southern Foundation, a separately-governed, private, not-for-profit Corporation. As such, this position serves both university and foundation functions in support of the Executive Vice President.
The foundation reimburses 49% of the salary and benefits of this position to the university.
Specific Duties and Responsibilities
Present a professional, polished image of the Executive Vice President's office through regular contact with community leaders, elected officials, Foundation board members, major donors, volunteers, faculty/staff, and other university administrators.
Manage the Executive Vice President's calendar, scheduling appointments and independently prioritizing/changing appointments as needed or requested.
Serve as a receptionist for the Executive Vice President, screening incoming calls, visitors, correspondence, and meeting request, responding independently when possible.
Plan meetings, programs, events, or conferences by arranging for facilities, caterers and vendors; issuing invitations and receiving/tracking RSVPs; coordinating speakers, parking, seating, work orders, etc.; organizing collateral material; and managing event budgets; all independently, when possible.
Manage the budget for the Office of the Executive Vice President, which includes allocations from the university and the Missouri Southern Foundation. Code expenses and process invoices, contracts, gift agreements, expense reports and other documents independently.
Make travel arrangements for the Executive Vice President, including preparing itinerary, making air, hotel, and rental car arrangements, and compiling travel-related documents.
Draft, edit, and/or prepare confidential correspondence, memos, and reports. Create and maintain word processing and spreadsheet files.
Order, track, and maintain office supplies.
Train and supervise student workers in office.
Other duties may be assigned.
Education, Experience, and Licenses
High School diploma or GED and five to ten years related experience required.
Associate's or Bachelor's degree and experience in fundraising, higher education, or other not-for-profit organizations preferred.
Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively one-on-one and/or before groups of students, faculty, staff and members of the public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to presents facts to faculty for departmental response.
Ability to deal with a variety of information presented in oral or written formats.
Ability to deal with non-verbal behavior in assisting with problem resolution.
Ability to effectively communicate orally (in person and by telephone) and in writing.
Ability to effectively operate a computer (Microsoft Word, Excel, Access, e-mail and internet skills).
Ability to use (or quickly learn) the Purchase Order, and other software systems.
Ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.).
Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
Ability to maintain highest level of confidentiality and discretion.
Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The noise level in the work environment is usually moderate.
NOTICE : The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
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Internal Number: 1584174
About Missouri Southern State University
Missouri Southern State University is a four year liberal arts public institution serving more than 5,000 students in over 140 academic programs offering undergraduate and graduate degrees. Internationally-focused semesters and enriching cultural events in theatre, art, music and film create an engaging learning environment for students and citizens of the region. MSSU is located in Joplin, MO, which is considered to be the Crossroads of America, and serves as the commercial hub for the four states area. Joplin is a resilient and vibrant city with a population of over 50,000 serving a metropolitan statistical area of 208,000. There is quick and easy access to Northwest Arkansas, Kansas City, and Tulsa, as well as numerous outdoor activities and attractions throughout the Ozarks.