Executive Assistant I (Graduate School)

Posting Number SF01882

Job Title Executive Assistant I (Graduate School)

Position Number 107017

FTE 1.00

FLSA Non-Exempt

Position Type Professional Staff

Union Non-Union Non-Classified Staff

Pay Grade Level Grade Level: 7

Pay Grade Range Salary Range: $42,584 – $89,375

Status Calendar Year, Full-time, Permanent

Department Graduate School

Contact(s) 

Please note: Job applications must be submitted directly online only at: (https://jobs.uri.edu)

Contact Phone/Extension 

Contact Email 

Physical Demands 

Campus Location Kingston

Grant Funded No

Extension Contingency Notes 

Job Description Summary 

BASIC FUNCTION:

Serve as executive assistant to the Dean of the Graduate School, providing critical and high level administrative, budgetary, and operational support. Perform administrative duties of a complex and responsible nature.

Duties and ResponsibilitiesESSENTIAL DUTIES AND RESPONSIBILITIES:

Supervise and manage office administration operations including correspondence, listserv, website and records. Draft correspondence for the Dean, as appropriate. Maintain office files, screen incoming communications, schedule appointments and maintain the Dean’s calendars; arrange for meetings, luncheons, receptions, and travel. Provide confidential administrative services when working with Associate/Assistant Deans, with graduate student records, and confidential supervisory services for staff members. Interview and recommend for appointment student help within the office. Train, schedule, and assign workloads to student help. Serve as a liaison between the Dean and Human Resources.

Manage and maintain the Graduate School budget records. Provide the Dean with regular and requested budget reports. Assist in the preparation of annual budget requests.

Supervise the Graduate Fiscal Clerk, student workers, and other staff as assigned by the Dean.

Oversee the contracts and award mechanisms for all assistantships, ensuring compliance with the Graduate Assistants United collective bargaining agreement. Oversee and assist the Fiscal Clerk in the processing of all graduate assistant contracts. Train URI faculty and staff in best practices for hiring graduate assistants. Update and maintain websites and forms that pertain to graduate assistants.

Manage and distribute graduate student financial aid, including fellowships, scholarships and small awards.

Serve as secretary to the Graduate Council and assist the Dean and Chair of the Graduate Council as needed with the following: collecting and drafting agendas; disseminating materials to Council members; taking, transcribing and distributing the minutes; preparing and forwarding the Council’s Curricular Report to the Faculty Senate.

Provide policy-related information to various departments and/or Colleges.

Coordinate, with the Dean, Associate Dean, and University staff members, the graduate portion of University’s commencement ceremonies.

Prioritize responses to correspondence, phone calls, student requests and concerns, and various other issues, thereby minimizing demands on the Dean’s time, allowing him/her to focus on broader and more critical issues.

Serve on various University-related committees at the request of the Dean.

OTHER DUTIES AND RESPONSIBILITIES:

On behalf of the Dean, interact directly with officials both within and outside the University community.

Perform other duties as required.

LICENSES, TOOLS, AND EQUIPMENT:

Microsoft Office Suite (including Excel), Google Workspace, electronic calendar management systems, WordPress; printers and multi function copying machines; database management and spreadsheet software; campus software information.

Required QualificationsREQUIRED:

1. High school diploma or GED.

2. Minimum three years’ experience in a complex administrative support position.

3. Demonstrated strong interpersonal and verbal communication skills.

4. Demonstrated proficiency in written communication skills.

5. Demonstrated supervisory experience.

6. Demonstrated computer skills (i.e., spreadsheet software, database management).

7. Demonstrated ability to gather information, create, maintain, and manage records, and produce reports.

8. Demonstrated time management skills.

9. Demonstrated ability to function in a high-intensity environment.

10. Demonstrated ability to coordinate complex management tasks.

11. Demonstrated ability to interpret institutional policies, rules, and regulations, and to communicate the interpretation to others.

12. Demonstrated ability to maintain confidentiality.

13. Demonstrated ability to work with diverse groups/populations.

Preferred QualificationsPREFERRED:

1. Bachelor’s degree or higher.

2. Minimum three years’ experience in a complex administrative support position in an organization-wide higher education setting.

3. Demonstrated work experience in a graduate school setting.

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ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.

Environmental ConditionsThe incumbent is not substantially exposed to adverse environmental conditions.

Posting Date 10/15/2024

Closing Date 11/12/2024

Special Instructions to ApplicantsPlease attach the following 3 (PDF) documents to your online Employment Application:

(#1) Cover letter.

(#2) Resume.

(#3) Other Document – References – the names and contact information of three professional references. (Note: this document is required even though references may be listed on the application).

Quicklink for Postinghttps://jobs.uri.edu/postings/14132

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