"Executive Assistant I"

Job Details

Job Title: Executive Assistant I

Location: Georgia College & State Univ

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 289808

About Us

Georgia College & State University (GCSU) is the state's designated public liberal arts university, where students learn the essential skills to compete in a fast-paced and technology-driven global society. The university prepares students for successful careers, leadership in communities, problem solving and life-long learning through personalized attention in a residential setting with opportunities for a variety of transformational experiences through its award-winning, high-impact practices. One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, more than 30 graduate programs, doctorates in education and nursing, professional certificates, and continuing education programs.

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.

Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, leadership development, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming, diverse college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, a National Historic Landmark owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is dedicated to protecting academic freedom in addition to supporting freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct. For more information, visit us online at gcsu.edu.

Job Summary

The Executive Assistant (EA) is responsible for the efficient day-to-day operation of the Office of the President and serves as the first point of contact for the office. Reporting to the Chief of Staff, the EA performs a variety of administrative and staff support duties for the President and the Chief of Staff which requires a range of skills and knowledge of organizational policies and procedures. Will make independent decisions with prioritizing and managing executive-level schedules. The person in this position will interact with a wide range of constituents and will manage sensitive and confidential information with the highest level of discretion.

Responsibilities

Administrative Support - 70

• Oversee comprehensive calendar management for the President and Chief of Staff, including scheduling appointments, coordinating internal and external meetings, managing travel itineraries, and proactively identifying scheduling conflicts and resolutions.
• Provides advanced administrative support to the President and Chief of Staff.
• General office duties include maintaining all appropriate calendars, scheduling meetings/events/appointments for the President and Chief of Staff, screening calls, assisting visitors with requests, managing the Office of the President email account.
• Serves as the first point of contact for the Office of the President.
• Prepares travel arrangements and processes travel reimbursements for the President and Chief of Staff.
• Maintain electronic filing system for the office.
• Review and obtain signature for forms and documents.
• Answers requests for information which may include completing questionnaires and compiling data from files.
• Serves as a representative of the division on internal and external committees as assigned.
• Performs additional administrative duties as assigned.

Coordinating - 15

• Manage offices services to ensure efficient operation
• Manages inventory of office supplies and other items.
• Research and develop resources that will help control costs.
• Schedules of service, repairs, and maintenance as necessary.
• Coordinates the maintenance and upkeep of departmental vehicles and equipment (Ex: copier).
• Coordinates the President's Conference Room by maintaining the calendar and upkeep of equipment.

Budget/Purchasing - 10

• Responsible for all state and foundation purchases for the Office of the President. Exercises significant discretion in financial decision-making for presidential office purchases.
• Enters items into ePro.
• Uses state purchasing card for procurement as needed.
• Purchases items with Foundation funds, as needed.
• In coordination with the Chief of Staff, reconciles the state, Foundation, & Sodexo budgets on a monthly basis and tracks expenses.

Other - 5

Performs other duties as assigned including but not limited to serving on division or campus committees, develop initiatives for the department and division, and implementing special projects

Required Qualifications

Educational Requirements

Bachelor's degree or equivalent combination of education and administrative experience.

Required Experience

2 years experience directly related to duties and responsibilities specified.

Preferred Qualifications

Preferred Experience

• Experience managing department operating budgets
• Experience in higher education setting

Required Documents to Attach

• List of References

Knowledge, Skills, & Abilities

ABILITIES

• Work independently and as a team.
• Self-motivated, energetic, service-minded, and adept at solving problems.
• Ability to perform other related duties as needed to promote the effective functioning of the Office of the President.

KNOWLEDGE

• Knowledge of Department operations and goals.
• Knowledge of University purchasing policies and procedures.

SKILLS

• Excellent written communications and proofreading skills.
• Excellent organizational, management, leadership, communication, and interpersonal skills.

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct>.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653>.

Equal Employment Opportunity

Georgia College & State University (GCSU) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. No person shall, on the grounds of race, color, sex (including pregnancy, sexual orientation, and gender identity), religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by GCSU.

Georgia College & State University is a national award-winning institution in areas of student success and achievement. It strives to achieve excellence in the composition of its community, educational programs, university policies, research and scholarship, campus life, employment practices, extracurricular activities, and community outreach. It is a priority of the university to be a welcoming and inclusive environment so that its campus culture will enhance the ability of its community members to succeed in their endeavors, to be respected as individuals, and to feel a sense of belonging.

Other Information

This is not a supervisory position.

This position has financial responsibilities.

This position will not be required to drive.

This role is considered a position of trust.

This position requires a purchasing card (P-Card).

This position will not travel.

Background Check

• Credit Report
• Criminal Background Check
• Education Verification