Executive Assistant to the Vice President - Youngstown, United States - Youngstown State University, OH

Youngstown State University, OH Youngstown, United States

3 weeks ago

Description

Salary: $41, $55,632.00 Annually

Location : Youngstown, OH

Job Type: Professional Administrative

Job Number:

Division: Legal Affairs & HR

Department: General Counsel

Opening Date: 04/08/2024

Bargaining Unit Status: Excluded from Any Bargaining Unit

Salary Grade: B4

Full-time Equivalency: 1.0

Summary of Position

Provides office support services by assisting and, when appropriate, relieving supervisor of routine and non-routine administrative duties. Coordinates operations of the office; designs, develops, and implements general office procedures and systems.

Position Information

Manages all correspondence and communication; establishes and maintains professional quality standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses.

Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.

Independently handles processes and programs on an on-going basis, such as public records program, audit responses, and interfaces with other public offices and administers the requirements of those offices, such as the Ohio Ethic's Commission, the Joint Legislative Ethics Committee, the Ohio Attorney General's Office and the Legislative Service Commission. Handles records retention management for the General Counsel's Office.

Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, purchases, projects, and record keeping.

Schedules and maintains calendars, arranges appointments, meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.

Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers, monitors and manages outside special counsel invoices via third party software. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.

Assists with the preparation of materials presented at meetings of the Board of Trustees.

Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.

Assists other University departments with administrative and technical support, as necessary.

Plans, supervises, and monitors work of student assistants and other administrative position(s) in the Office of General Counsel; establishes timeframes for the completion of assigned tasks; trains and orients new employees in General Counsel Office; maintains personnel records; approves timesheets.

Other Functions and Responsibilities: Performs other related duties as assigned.

Equipment Operated: Computer and all other standard office equipment.

Work Schedule: Typically, Monday through Friday.

Supervision Exercised: Supervision is exercised over staff and student employees.

Reports to: Vice President, Legal Affairs and Human Resources

Qualifications and Competencies

Required Certifications, Training, and/or Licensures: None

Knowledge, Skills, and Abilities:

Knowledge of: University policies and procedures*; Microsoft Office or similar suite; office practices and procedures; College/department/division goals and objectives*; College/department/division policies and procedures*; English grammar and spelling; records management; office management; policy administration; purchasing practices and procedures*.???

Skill in: Use of office equipment; public relations; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*; strong typing and computer skills; good communication skills, organizations skills, and attention to detail.

Ability to: deal with problems involving several variables within familiar context; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; travel to and gain access to work site; effectively interact with personnel and public to answer routine questions; move quickly and effectively from one tasks to another; work independently and in a team environment; develop and maintain effective working relationships; handle sensitive inquiries from and contacts with officials and general public; maintain confidentiality of information.

(*) Developed after employment.

Minimum Qualifications: At least a bachelor's degree and three years of experience providing administrative support and coordinating functions of an office or department.

Preferred Qualifications: Previous experience working in a law office or another legal setting. Possesses a paralegal certificate. Experience in office management.

At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.

Medical Mutual of Ohio Medical plans
Dental Benefits
Vision Benefits
Group Life Insurance (University Sponsored and Voluntary)
Group Long Term Disability (University Sponsored and Voluntary)
Flexible Spending Account
Health Savings Account
Tuition remission
Employee Assistance Program
Wellness Initiatives
Sick Leave
Vacation Accrual
Paid Holidays
State Retirement Programs
403b and 457b Voluntary Retirement Options

01

Do you have at least a bachelor's degree?

02

Do you have three or more years of experience providing administrative support and coordinating functions of an office or department?

03

What is the highest level of education that you have attained?

Did not complete high school.
High school diploma/GED or equivalent
Some college
Associate's degree
Bachelor's degree
Master's degree
Doctoral degree
Post doctoral degree
Juris doctor degree

04

Please describe your related experience.

Required Question

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