"Executive Administrative Assistant"

Job Description

Coppin State University, a fully accredited institution and member of the University System of Maryland, is accepting applications for an Executive Assistant to the Chief Human Resources Officer. Founded in 1900, Coppin is a model urban, residential liberal arts university located in the northwest section of the City of Baltimore that provides academic programs in the arts and sciences, teacher education, nursing, graduate studies, and continuing education. Coppin offers 53 majors, and twelve graduate degree programs. Nearly 4,000 students are enrolled in day, evening, on-line, and weekend undergraduate and graduate courses.

This position will provide comprehensive support to the Chief Human Resources Officer with responsibility for a wide range of administrative and executive support-related tasks. The successful candidate will possess a high degree of self-direction, professionalism and initiative, and be able to use independent judgment to effectively manage the daily administrative affairs of the office, adapt to rapidly changing circumstances, and follow through to complete projects and assignments.

Responsibilities:

• Receive telephone calls and greet visitors at the front desk of CHRO suite. Screens inquiries and requests re-directing them to the most appropriate HR staff member.
• Read and process incoming correspondence, determine proper action and may prepare response draft response for the Director; acknowledge receipt of correspondence and indicate actions to recipients.
• Manage CHRO calendar by scheduling requests for meetings; coordinating meetings with senior managers/executives and external constituents; ensure travel and desk time in between appointments and meetings.
• Make arrangements and coordinate details for meetings. Assures that the CHRO is fully briefed before meetings on matters to be considered.
• Attend and participate in meetings; take minutes, ensure accuracy and approval prior to filing in appropriate file.
• Oversees office operations, ensures equipment, materials, and space are used efficiently and effectively.
• Assists in preparing and administering departmental budget. Ensures confidentiality of information.
• Anticipates the CHRO'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 CHRO.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Performs other related duties as required and/or assigned.

Minimum Qualifications:

EDUCATION

• High school diploma required.

EXPERIENCE

• 3-5 years of experience providing Executive-level administrative support services, preferably in a higher education setting.
• Demonstrated experience in the field of Human Resources and/or higher education.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of human resources and higher education terminology
• Analytical thinking skills with an ability to conduct research, gather information, make informed decisions and solve problems.
• Excellent organizational skills with demonstrated ability to multi-task effectively and to prioritize new and on-going projects.
• Ability to create quality presentations and reports utilizing appropriate media.
• Ability to respond to diverse stakeholders on/off campus with an appropriate sense of urgency.
• Ability to communicate effectively both orally and in writing.
• Ability to work both independently and as a team member.
• Ability to be flexible in terms of hours of work, as required.
• Ability to remain tactful and professional during busy periods and during stressful situations.
• Ability to manage confidential information.
• Skill with Microsoft Office suite, other PC applications, and other business office technology

Preferred Qualifications:

• Bachelor's degree preferred.

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.