Job Title: Administrative Coordinator to Executive Vice President of Administration & Finance
Department: Administration and Finance
Reports to: Executive Vice President of Administration and Finance, EVPAFA
FLSA: Non-Exempt
Salary Range: Commensurate with qualifications and experience
Summary:
Under the general direction of the EVPAFA, perform complex administrative and confidential duties; receive in person or by telephone, students, faculty, staff, community, local, state and federal officials; and perform a variety of other duties as required or assigned. Executes administrative policies.
Primary Duties and Responsibilities:
• Greet and assist visitors to the EVPAFA’s Office, by telephone and in person.
• Provide clerical assistance and administrative support to the EVPAFA, including researching and compiling data and reporting on assigned topics.
• Work confidentially with discretion on sensitive and private information.
• Screen and route telephone calls, process incoming mail, and schedule meetings and appointments for the EVPAFA’s calendar.
• Handle daily correspondence; prepare and submit periodic reports by hand copy, email and/or fax; file correspondence and policy manual updates; prepare requisitions for bill payments; compose correspondence independently on various matters, and type letters, reports and statistical data as directed.
• Composes and types routine correspondence.
• Attends and takes minutes at meetings.
• Handle sensitive information in a confidential manner.
• Take accurate minutes of meetings, then, distribute out all minutes to staff to maintain open lines of communication.
• Gather information, prepare, copy, bind and distribute agendas and supporting documents for meetings (hard copies & electronic copies).
• Schedule and coordinate the arrangements for the EVPAFA meetings including securing hotel reservation block, invitations, campus room reservations, specific room set up and food and beverage requests.
• Process disbursement requests and deposits for the Foundation and prepare related reports.
• Handle meeting notifications/reminders for EVPAFA’s Cabinet meetings; prepare agendas and take meeting minutes.
• Provide support to students, faculty and staff as appropriate.
• Complete travel requests and prepare travel claims for the EVPAFA, and other departments/areas under Administrative and Finance.
• Ability to support other departments/areas under Administrative and Finance.
• Handle travel arrangements including hotel and flight reservations.
• Plan conference meetings.
• Maintain electronic calendar for the EVPAFA.
• Reconcile P-card statement.
• Perform Financial analysist as requested.
• Must have a strong work ethic and lead by example.
• Must be a professional, credible and respected representative of the institution internally and in the community.
• Demonstrated willingness and ability to act in an ethically and socially responsible manner.
• Ability to communicate in a courteous manner.
• Performs other duties as assigned by EVPAF or designee.
The omission of specific statement of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Job Qualifications:
• Punctual, reliable and must have strong communication skill.
• Strong attention to details with great analytical skills.
• Ability to organize and prioritize work and to meet deadlines.
• Ability to handle multiple tasks with attention to detail.
• Excellent written and oral communication skills.
• Proficient in the use of various computer programs, such as Microsoft word, Microsoft Outlook Electronic Calendar, Microsoft Outlook E-Mail, Microsoft Access, Excel, PowerPoint, SharePoint, Internet, and other applications as required.
• Skilled in use of office equipment, such as computer, printer, facsimile, copier, multiple line telephone and voicemail.
• Work with all faculty and staff on campus.
• Work with the food service on campus.
• Excellent business writing and data analytical skills.
• Excellent interpersonal relationships and promote process improvement.
• Demonstrated mature sense of judgment.
• Familiarity with ERP systems, such as Ellucian Colleague or Banner.
Minimum Qualifications:
Associate’s degree required, Bachelor’s degree strongly preferred or equivalent training/work experience. 2 to 4 years of Administrative Assistant experience is preferred.
Physical Demands:
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 sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to walk. Specific vision abilities required by this job include close vision and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit, and climb or balance. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee occasionally works in outside weather conditions and is occasionally exposed to wet and/or humid conditions.
Special Instructions to Applicants:
Employment is contingent upon successfully completing a criminal background check as mandated by East Central University.
TO APPLY: Applications should consist of (1) a detailed cover letter addressing the expectations of the position; (2) a current resume/curriculum vitae; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and (5) a completed *Disclosure Statement. (Official transcripts are required upon hiring.)
Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU, visit our website at http://www.ecok.edu.
***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***
East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.