"Executive Administrative Assistant III"

Job Summary

The Executive Administrative Assistant III will provide high-level executive, general office, and program support to the Office of Human Resources and the Associate Vice President and Chief Human Resources Officer.

Job Duties

• Anticipates the executive’s course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the executive.
• Act as the events manager to successfully execute annual events such as the service awards ceremony and retirement ceremony.
• Compose and send campus-wide correspondence; assist in creating engaging outreach and communication content.
• Act as content co-owner for the OHR website, and be responsible for writing, editing, and publishing content to the site.
• Serve as a project manager for special assignments within the Office of Human Resources. Continually advise on lessons learned and ways to improve collaboration.
• Manage and coordinate complex, dynamic schedules that include internal and external meetings, conferences, professional engagements, and travel for the CHRO. Reviews and responds to meeting requests and invitations, and as appropriate, confers with the CHRO or exercises independent judgment on the CHRO’s availability.
• Act as travel coordinator for department staff, for both in-state and out-of-state travel.
• Perform general administrative duties, including managing office supplies, placing work orders for repairs and maintenance throughout the office, and providing general office support.
• Plan and facilitate logistics of OHR staff meetings.
• Process the timely payment of HR department invoices and P-Card payments into MSU’s systems; performs monthly P-Card reconciliation.
• Handle and process highly confidential and time-sensitive information with absolute discretion.
• Ensures the CHRO is provided with briefing materials for each event; disseminates information from the CHRO to others.
• Provides back-up support to the front office receptionist.
• Perform other duties and coordinate special projects and activities as assigned.

Requested Minimum Qualifications

Education: The successful candidate must have an Associate’s Degree from an accredited college or university.

Experience: Six years of administrative office experience, including two years of providing primary administrative support to a key administrator is required.

Other: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Other Preferences for Consideration

• Candidates with knowledge of human resources practices and/or HR certifications may receive preference.
• Knowledge and skill in utilizing Google G Suite for Business.

Knowledge, Skills & Abilities

• Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment.
• Ability to understand and follow UMS policies and procedures and the institution’s purpose, goals, and procedures.
• General knowledge of and skill in utilizing database and spreadsheet software to produce documents and maintain information.
• Skill in composing a variety of correspondences.
• Ability to operate manual and automated office equipment.
• Organizational skills to manage filing systems and gather and summarize information.
• Ability and professionalism to maintain confidentiality and handle sensitive matters with discretion and tact.
• Ability to interact with students, public officials and staff at all levels in a courteous and efficient manner.
• Ability to plan, organize, prioritize and execute complicated and continuing assignments without instruction.
• Effective communication skills, both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution and to make effective oral presentations.
• Ability to supervise office operations and staff.
• Extensive knowledge of Microsoft Office applications, including Word, Excel, and PowerPoint.
• The successful candidate will have experience turning chaos into structure, utilizing technology where appropriate.