"Executive Assistant"

Job Details

Hiring Department
Engineering Admin Office

Job Description
This position will provide essential operational support for the School of Engineering and Dean’s Office. The position works directly with the Dean, Department Chairs, Business Manager, UMSL unit leads and external constituents to accomplish College objectives.

The position performs a broad variety of executive-level administrative tasks for the Dean including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for meetings; and preparing and delivering professional business communications on behalf of the Dean.

Key duties include:
• Plan and coordinate events such as the Engineering Advisory Board, Engineering Summer Camp, Explore Engineering, Engineers Week, and Lunch and Learn activities
• Coordinate the logistics associated with hiring new faculty and staff
• Assist with ordering lab equipment and supplies, and student competitions
• Make travel arrangements.
• Coordinate with faculty on data collections for ABET accreditation
• Assist student organizations and clubs with scheduling, room reservations, and refreshments
• Perform day-to-day clerical and administrative functions in support of the school. This includes processing requisitions for purchase orders, processing reimbursements and expense reports, reconciling credit card statements, reconciling grant statement of accounts, processing transfer requests, purchase order change forms, and creating vendor relationships for new vendors.
• Perform any combination of clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation, and receptionist duties
• Screen office calls, visitors, and mail; provide information and assistance including responding to sensitive requests for information and assistance; researching information and office policies; assisting the students, faculty, staff, vendors or visitors
• Ensure that all required office supplies are available as needed
• Coordinate with faculty and staff, and MarCom on website updates
• Assist with the School of Engineering Newsletter and reports to US News & World Report
• Act as a College contact for UCP program
• Various other duties as assigned

Shift
40 hours/week. Monday thru Friday.

Minimum Qualifications
Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

Preferred Qualifications
• Experience working in higher education setting
• High level of integrity in managing confidential information
• Experience managing complex calendars, travel arrangements, and meeting logistics
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and productivity tools

Anticipated Hiring Range
Salary Range: $23 - $25 hourly
Grade: GGS-008
University Title: Executive Assistant
Internal applicants can determine their University title by accessing the Talent Profile tile in myHR.

Application Materials
• Application materials include a cover letter and resume. Finalists will be asked to provide references at a later date.
• Applicants must combine all application materials into one PDF or Microsoft Word document and upload as a resume attachment to the UMSL Careers:
https://www.umsl.edu/services/hrs/careers/index.html
• Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.). For questions about the application process, please email employment@umsl.edu. If you are experiencing technical problems, please email umpshrsupport@umsystem.edu.

Benefit Eligibility
This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity
The University of Missouri is an Equal Opportunity Employer.
To request ADA accommodations, please email the Office of Human Resources at umslhr@umsl.edu.