Executive Administrative Aide-Office of the Chancellor

Executive Administrative Aide-Office of the Chancellor – 22000002F1 

Description

 

Market Range: 10

Hiring Salary:  Salary commensurate with education and experience

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS:  

The Executive Assistant acts as the administrative services officer in the Office of the Chancellor.  This position performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision making skills.  Duties include, but are not limited to, comprehensive, high-level administrative support to the HSC Chancellor and as needed assistance to the Executive Vice Chancellor & Chief Operations Officer for administrative projects, events, and relations with campus and university senior management, faculty, visitors, corporate, community and government partners.  Also, performs management of projects of a highly political, confidential, and sensitive nature.

 

DUTIES AND RESPONSIBILITIES :

 

Provides high-level administrative support to the Chancellor for a wide range of projects and assignments, including complex problem solving of a confidential and sensitive nature.

Serves as primary contact between the Chancellor and Vice Chancellors, Deans, Chairs, faculty, governmental organizations, Trustees, Office of the President, other campuses, community members, students, and members of the Vice Chancellors’ staff.

Evaluates and forwards correspondence, sets priorities, and determines responsibility for action to the administrators. Independently prepares confidential correspondence on behalf of the administrators. 

Coordinates business functions, i.e., schedules meetings, prepares agendas, reserves rooms, and orders catering as needed for both committee and ad hoc meetings for the Chancellor.

Serves as the primary point of initial contact on administrative and operational matters for internal and external constituencies, to include faculty, staff, student governance groups, and the community at large; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.

Oversees all facets of the day-to-day administration of the office, ensuring compliance with University policies, operating agreements, state and federal laws and regulations.

Participates in preparing and maintaining complex operational, financial, personnel and/or technical reports or supervises a very high volume of non-complex records and reports.

Provides comprehensive support for the Chancellor external professional activities, events, travel, and various responsibilities; schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings; facilities usage, events, and/or travel arrangements, as required.

Manages the Chancellor’s participation and active membership with various Boards, HSC committees, (e.g. search committees, professional academic committees), and various national and international committees and organizations.

Provides independent and comprehensive confidential administrative support for a broad range of critical and confidential projects for senior members of the administrators’ staff.

Researches information, compiles statistics, and gathers and computes various data. Prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.

Organizes, proofreads, and edits correspondence for signature by the Chancellor.  Prepares sensitive and confidential documents and correspondence.

Performs other duties as assigned.

 

Qualifications

 

EDUCATION: Bachelor’s Degree 

EXPERIENCE: Four (4) years of senior management level administrative support experience; OR Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis. Work experience using Microsoft Office suite (Word, Excel, PowerPoint, Outlook email and calendar), etc. and advanced skills using computer software, hardware, and database systems; Search software (e.g., Explorer, Firefox, Safari, Chrome, etc.); HTML, Adobe acrobat and PDF to create/edit web pages.

 

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to develop and maintain recordkeeping systems and procedures.
• Knowledge of the goals, objectives, structure and operations of a major public university.
• Demonstrated organizational management skills.
• Ability to gather data, compile information, and prepare reports.
• Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
• Ability to create, compose, and edit correspondence and other written materials.
• Exceptional interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, faculty, students, community leadership, public officials, funding agencies, and members of the community at large.
• Strong computer skills.
• Knowledge of organizational structure, workflow, and operating procedures in a large, complex organization.
• Ability to foster a cooperative work environment.
• Knowledge and understanding of institutional policies and procedures and the regulatory environment within which they operate.
• Ability to perform complex tasks and to prioritize multiple projects.
• Advanced verbal and written communication skills and the ability to present effectively to small and large groups.

 

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-Memphis 
Organization
  Office Of The Uthsc Chancellor 
Schedule
  Full-time 
Campus/Institute  Memphis 
Job Posting
  Oct 19, 2022, 3:38:51 PM