"Executive Assistant to EVP"

Job Summary

This position will provide high-level administrative support and coordination to the Executive Vice President for Strategic Partnerships and Economic Development (SPED). This is a highly responsible position, dealing with confidential and sensitive information, while exercising considerable initiative, independent judgment, and discretion. While interfacing with many campus constituents, including senior leadership, this individual will also work with many external constituents - including but not limited to federal, state, and local elected officials, USG representatives, resident partners, community partners, business and community leaders, etc.

Responsibilities

The duties include, but are not limited to:

• Coordinates and streamlines activities and support based on the priorities of the Executive Vice President for Strategic Partnerships and Economic Development:
  • Called upon by executives to handle exclusive executive-level duties
  • Coordinates and provides administrative and technical support to the EVP and the division staff as appropriate
  • Schedules meetings, prepares agendas, schedules various appointments, manages calendar; ensures deadlines are met; maximizes the time of the EVP
  • Coordinates travel arrangements and processes reimbursements and invoices for and on behalf of the EVP
  • Plans, manages, and maintains detailed records and documentation of special projects and submits regular progress reports as assigned.
  • Maintains files, including meeting notes, correspondence, and all information relating to travel or meeting coordination.
• Manages various administrative functions to increase the time the EVP has available for executive-level responsibilities, including but not limited to:
  • Assists SPED team with travel authorizations, travel expense statements, and check requests for reimbursements.
  • Reviews and approves leave and time off for the SPED team with approval from the EVP.
  • Facilitates SPED procurement by being a P-card holder and authorizer, and Health eShop approver and purchaser while following state and institutional requirements.
  • Responsible for and empowered to use resources available to address a variety of complex and confidential situations promptly.
  • Uses a comprehensive knowledge of the structure and nature of institutional units, the incumbent will respond to inquiries and refer situations to the appropriate staff member or unit for expedient and confidential handling
  • Responds effectively and confidentially to sensitive inquiries and requests from both internal and external constituents.
  • Handles day-to-day personnel issues and facilitates questions from the central budget office to allow the EVP to focus on strategic priorities.
• Supports unit leadership staff by:
  • Partnering with unit leaders to offer guidance and feedback in the recruitment, selection, and orientation of other unit support staff
  • Oversees and tracks professional development programs for the department (conferences, workshops, training) and partners on all related onboarding activities.
• Provides executive-level communication support to including:
  • Serves as the primary point of contact for unit communications with the President's Office
  • Drafts and composes correspondence, presentations, and reports, reviews reports for the EVP and others as appropriate
  • Prepares routine and complex correspondence, including but not limited to letters, memoranda, reports, financial spreadsheets, and PowerPoint presentations
  • Serves as the main point of contact for all communication shared electronically within the division, as approved by the EVP
  • Proofreads work for grammatical correctness, completeness, and accuracy
• Maintain complex, confidential administrative, fiscal, and division records systems properly:
  • Assists in the development of policies, procedures, and processes for development and serves as a communicator for them as requested
• Other duties: Perform all other job-related duties as assigned.

Required Qualifications

Bachelor's degree from an accredited college or university and three years of progressively responsible administrative support experience. OR Associate's degree from an accredited college or university and six years of directly applicable experience. OR High School Diploma, GED, or equivalent from a State or Federal accrediting organization, and nine years of directly applicable experience.

Preferred Qualifications

Bachelor's degree with three years of progressively responsible administrative/management support; familiarity with the University System of Georgia institutional structure and reporting practices.

Knowledge, Skills, & Abilities

KNOWLEDGE

Technical Proficiency: Proficient in computer software, including Outlook, Word, PowerPoint, Adobe, and DocuSign, with a high competency in Excel and database management

SKILLS

Confidentiality & Discretion: Skilled at handling sensitive information and navigating confidential or challenging situations Organization & Attention to Detail: Demonstrates exceptional organizational skills with the ability to effectively prioritize and manage multiple projects simultaneously while meeting deadlines. Maintains a keen eye for detail and precision, ensuring accuracy in formatting, documentation, and task execution Professional Communication: Exceptional written and oral communication skills, with expertise in grammar, editing, and crafting professional documents, as well as the ability to engage effectively to foster positive relationships with donors, team members, and the public

ABILITIES

Self-Motivation & Initiative: Highly self-motivated, demonstrating the ability to work independently, anticipate needs, and proactively address challenges with minimal supervision. Exhibits strong decision-making skills and a resourceful approach to problem-solving. Time Management & Adaptability: Demonstrates exceptional time management skills and adaptability, effectively balancing multiple tasks in a fast-paced environment, ensuring critical projects are completed on time while consistently maintaining the highest quality standards. Energy, Creativity & Integrity: Brings a high level of energy and enthusiasm, fostering a positive and dynamic work environment. Demonstrates creativity in problem-solving and strategic thinking, offering innovative solutions to achieve organizational goals. Upholds the highest standards of integrity, consistently acting with honesty, transparency, and a strong sense of responsibility in all professional interactions.

Shift/Salary/Benefits

Shift: Days/M-F (Work outside of normal business hours may be required) Pay Band: B12 Salary: Minimum $62,300/annually Salary to be commensurate with the qualifications of the selected candidate within the established range (generally minimum midpoint) of the position. Recruitment Period: Until Filled Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond. Credit Check: This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment. Other Information: Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited. Equal Employment Opportunity: Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.