Executive Assistant & Operations Coordinator

Posting Details

Classification Information

Position/Classification Title
Executive Assistant

Classification Type
SHRA

Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory

Minimum Experience/Education

High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience..All degrees must be received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training, Education

Experience providing executive or senior-level administrative support, preferably in higher education or a complex organizational environment. Experience with budget administration, purchasing, travel, meeting and event coordination, or related administrative operations is preferred.

Strong organizational, communication, and problem-solving skills, with demonstrated ability to exercise sound judgment, maintain confidentiality, manage competing priorities, and work effectively with internal and external partners.

Required License or Certification

Position Overview

Primary Purpose of Position

The Executive Assistant provides executive administrative, operational, and fiscal support to the University Registrar and the Office of the Registrar. The position serves as the primary administrative support resource to the University Registrar and coordinates executive activities, calendar and meeting management, budget administration, purchasing, travel, commencement activities, and special projects.

The position exercises judgment and discretion in managing priorities, sensitive and confidential matters, and day-to-day administrative activities. The Executive Assistant works with university leadership, faculty, staff, students, vendors, and other partners to coordinate activities, facilitate communication and follow-up, and support the effective and efficient operation of the Office of the Registrar.

Primary Function of Organizational Unit

The Office of the University Registrar reports directly to the Provost and Executive Vice Chancellor for Academic Affairs and serves as a central academic administrative unit supporting the University’s academic mission. The office maintains the integrity, accuracy, confidentiality, and security of academic records and administers key academic processes, including registration, curriculum and catalog implementation, course and classroom scheduling, degree audit, grading, academic calendar administration, and degree completion.

The office partners closely with Enrollment Management, academic colleges and departments, the Graduate College, Information Technology Services, and other University units to support academic progression, institutional compliance, and student success.

Work Hours
8:00 am – 5:00 pm, Monday – Friday; occasional evening and weekend work may be required.

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency
Planning and Organizing

Duties

• Executive Calendar & Priority Management: Manage the University Registrar’s calendar, appointments, meetings, and travel; use judgment to prioritize requests, address scheduling conflicts, and coordinate adjustments based on established priorities and commitments.