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Posting Date: November 30, 2020                                            Posting End Date: January 30, 2021

Position: Executive Assistant                                                     Location: College of Veterinary Medicine- Office of the Dean

Status: Full Time; Exempt

Special Qualifications

In keeping with the President’s commitment to Tuskegee University demonstrating “Excellence in Every Way”, the ideal Executive Assistant to the Dean will possess the willingness to use his or her expertise to assist in the university’s efforts to be a sustainable academic organization committed to excellence.

Essential Duties and Responsibilities

  • Provide leadership and work with other staff in organizing, implementing, and maintaining comprehensive operational policies and procedures in the Office of the Dean  
  • Serve as liaison on behalf of the Office of the Dean with other CVM offices, University offices, and outside agencies for the professional flow and dissemination of information
  • Handle all matters related to the dean and the Office of the Dean with confidentiality and sensitivity of internal and external communications and operations
  • Work with the Office Manager to coordinate and maintain effective office procedures and efficient workflow; and assist in the organization and implementation of a variety of professional and administrative activities related to the efficient operation of the Office of the Dean
  • Coordinate and manage all administrative activities and technical assistance related to the dean including preparation of written communication and verbal communications.
  • Organize and coordinate conferences and meetings on behalf of the dean
  • Develop business itineraries and coordinate travel requirements for the dean
  • Coordinate operations/activities involving human resources, academic and staff personnel
  • Conduct research and prepare briefing materials in preparation for meetings, work projects, reports, and completion of a variety of forms   
  • Maintain and record minutes or notes of all meetings with the dean or representative of the dean relative to the Office of the Dean
  • Compose and edit correspondence and reports, using good judgment and originality as appropriate
  • Responsible for assisting the dean with setting priorities and manage the dean’s schedule to keep on task with assignments, appointments, and meetings (internal and external)
  • Manage the dean’s daily calendar, and schedule appointments for efficiency and operational effectiveness
  • Receive and assist visitors and refer to appropriate persons as appropriate (customer service)
  • Receive, screen, and direct incoming calls and place outgoing calls for the dean
  • Coordinate the distribution of incoming mail and other documents addressed to the dean in a timely manner
  • Maintain an efficient filing/retrieval system both manually and electronically, and maintain accurate back-up files
  • Assist in the maintenance of inventory records, grant reports, and special reports
  • Develop and manage a database of contacts, initiatives and other related assignments
  • Assist the dean with special projects as needed
  • Take administrative action authorized during the Dean's absence and use initiative and good judgment to see that matters requiring higher-level attention are referred to faculty, staff, students and external stakeholders with delegated authority; and keep the dean informed of all actions and recommendations on behalf of the dean  
  • Perform other duties as assigned

Qualifications

  • Bachelor’s degree from an accredited four-year college or university in an education-related discipline or an Associate degree with Administrative professional certification and/or license such as Certified Administrative Professional (CAP), Licensed Legal Secretary (LLS), and Certified Professional Secretary (CPS)

Salary
Commensurate with education, training and experience

**The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility.  It should not be considered an all-inclusive listing of work requirements. **   

APPLICATIONS will be accepted in the Office of Human Resources.  Each applicant, including all current/existing employees, must complete and submit a Tuskegee University employment application, resume/CV, a list of (3) to (5) references (with detailed contact information) and copies of unofficial transcripts (official transcript(s) will be required upon hire). Applicants must meet the minimum qualifications and submit a completed application packet in order to be considered for the position.  The University reserves the right not to fill the position in the event of budgetary or operational constraints.

Office of Human Resources
Attn: Employment/Recruitment
1200 West Montgomery Road
101 Kresge Center
Tuskegee University
Tuskegee, Alabama 36088

Email Address: employment@tuskegee.edu   Fax: 334-724-4319
Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled
Federal law requires identity and employment eligibility verifications on Form I-9 within three (3) business days of employment. Must be able to pass a drug screen and background check.