"Executive Administrative Assistant"

Job Posting: JR101407 Executive Administrative Assistant (Open)

Department: Institutional Advancement, JM

Position Type: Non-Regular Fixed Term (Fixed Term)

Open Date: 10-02-2025

Close Date: 10-23-2025

Salary: $32.00 an hour

Job Description:

Under the direction of the Vice President for Institutional Advancement, the Executive Administrative Assistant will assist with daily administrative tasks, and support office tasks.

Responsibilities:

• Maintain supply storage closet, order supplies, maintain vendor accounts and relationships. Prepare requisitions for purchasing using the campus’ electronic procurement system.
• Maintain the vice president’s calendar, arrange meetings, and prepare documents and briefs pertaining to those meetings.
• Record vice presidents contact reports in relational database.
• Arrange meetings for IA staff, take meeting minutes, prepare agendas, and ensure refreshments when needed.
• Maintain important files for the vice president as well as files pertaining to general office function.
• Serve as the point of contact for the Foundation Board members, coordinate board meeting logistics and materials, take meeting minutes.
• Prepare correspondence for the Vice President as needed.
• Serve as a liaison for the Foundation Board members and make arrangements for as needed.
• Assist with office events including alumni events, receptions and fundraisers.
• Prepare requisitions, disbursements and other documents needed to pay vendors.
• Assist director level staff as needed.
• Other projects and duties as assigned.

Minimum Qualifications:

EDUCATION

• High School diploma.
• Bachelor's degree preferred.

EXPERIENCE

• A minimum of five (5) years of administrative experience for an executive level staff person.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Microsoft Office programs including Word, Excel, Outlook, PowerPoint and Adobe.
• A high level of professionalism in all exchanges
• Self-motivated with strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• A high level of discretion and strong decision-making skills.
• Be able to work effectively with a team and with many diverse constituencies in a university environment.
• Have a high level of personal integrity and emotional intelligence.
• Have a commitment to lifelong learning and professional growth.

OTHER: Applicants may be required to complete the institution’s required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

Additional Job Information:

BENEFITS SUMMARY: Contractual employees are eligible for limited benefits. Please see the link below to view the benefits that Coppin State University has to offer: https://www.coppin.edu/benefits

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.