Executive Assistant - Business & Community Education
Job Vacancy Notice: 6/21/2013
JOB SUMMARY: This individual conserves the Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications. Maintains the Executive Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Prepares reports by collecting and analyzing information. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; arranging for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Prepares correspondence, proposals, and other materials. Maintains accurate databases of clients. Screens visitors, calls, and incoming mail. Prepares meeting materials. Orders supplies, researches purchases, and enters requisitions. Recommends cost efficiencies. Makes decisions on minor administrative matters. Researches on Internet and conducts prospect research. Welcomes guests and customers by greeting them in person or on the telephone and by answering or directing inquiries. Maintains effective and efficient flow of communication and information through calendars, correspondence, memos, messages and office records. Screens visitors, telephone calls and incoming mail. Sorts and distributes mail, faxes, e-mail, and maintains appointment calendar. Types, files, answers telephones for staff, and schedules appointments. Troubleshoots communication problems as needed. Adheres to confidentiality of all sensitive materials. Assists in planning, scheduling, coordinating, and implementing projects, meetings, events, and confidential matters. Types difficult and sensitive correspondence and memoranda, and prepares materials for the boards of directors. Directs and coordinates work of student employees. Performs other duties as assigned.
QUALIFICATIONS: Associate’s degree and three (3) years of secretarial experience and/or equivalent combination of education and experience. Must be highly proficient using all Microsoft Office programs. Knowledge of recordkeeping principles and practices and ability to prepare records and reports. Thorough knowledge of office practices and procedures. Thorough knowledge of the operations and functions as related to handling requests for information and administrative details. Able to maintain information as confidential. Demonstrated written and verbal communication skills, accurate data entry skills, and organizational skills. Ability to work on multiple tasks and to work independently. Ability to understand and follow complex oral and written directions. Type a minimum of 40 wpm net. Excellent customer service and public relations skills. Ability to work with diverse groups. Organizational skills to develop task lists related to projects and events. Aptitude to analyze and improve office procedures. Project a positive professional image.
EMPLOYMENT STATUS: Wages expected to be $14.18 per hour and a choice of retirement programs: IPERS (defined benefit) or TIAA-CREF (defined contribution). Full time position includes a comprehensive benefits program including health, dental, vision, life, and LTD insurance; a Section 125 plan for medical and dependent care expense; holiday, personal, sick, and vacation leave.
Application materials are required and must be received in the Human Resource Services office by 4:00pm Central Time .
Veterans and persons with disabilities are encouraged to apply.
If you are in need of any special accommodation in completing the application process, please notify Human Resource Services.
Human Resource Services
Hawkeye Center 101