Executive Administrative Assistant

Are you ready to join a community leading in innovative teaching and learning? Kennesaw State University is one of the 50 largest public institutions in the country. With our growing enrollment and global reach, we are enjoying increased prominence among Georgia’s colleges. We offer more than 150 undergraduate, graduate, and doctoral degrees to over 43,000 students. Our entrepreneurial spirit, high-impact research, and Division I athletics also draw students from throughout the region and from 92 countries across the globe. Our university’s vibrant culture, career opportunities, and rich benefits make us an employer of choice. We are searching for talented people to join our mission. Come to KSU and find your passion.

Location
 

Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144. 

Job Summary
 

Provides administrative support to executive level leadership in assigned department, unit or college. Compiles information and prepares reports, handles information requests and performs relevant administrative support functions. May also supervise administrative support staff.

Responsibilities
 

KEY RESPONSIBILITIES:
1. Provides advanced administrative support and serves as the primary point of contact for the department leadership
2. Coordinates communications, maintains assigned leader¿s calendar, handles calls and messages, responds to emails and interfaces with department visitors and staff
3. Prepares, develops, proofreads and edits correspondence, communications, presentations and other documents as needed
4. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
5. Coordinates, researches and collects data as requested
6. Develops and maintains department electronic and paper filing system
7. Assists leadership with human resources initiatives including completing and/or gathering all paperwork required for job postings; providing follow up on approval chain, arranging hiring committees and scheduling interviews
8. Organizes, coordinates and oversees special projects as assigned
9. May supervise assigned administrative support staff
10. May maintain department purchasing card (PCard), cash and/or credit card

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:

1. Provides general oversight of all administrative functions within the Dean of Students suite; responds to and resolves inquiries from students, faculty, staff, administrators and the public 

2. Serves as Secretary to the Student Activity Budget Advisory Committee (SABAC), including creating and distributing agendas, maintaining meeting attendance, preparing and disseminating minutes, and preparing and maintaining files, documents, and reports. 

3. Submits payments and purchase requests on behalf of departments reporting to the Associate Dean of Students 

4. Assists the Associate Dean of Students and staff with contract submission, tracking, and management 

5. Assists the Associate Dean of Students with budget management, including preparing spreadsheets and tracking expenditures 

6. Assists with planning and organizing events, programs, and special projects implemented by the Associate Dean of Students and departments 

7. Hires, trains, and supervises student assistants 

8. Provides support for divisional priorities and initiatives beyond the scope of the department, as requested 

9. Assists with Ad hoc projects as assigned

Required Qualifications
 

Educational Requirements
Associate degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience
Required Experience
Four (4) years of related clerical or administrative support experience

Preferred Qualifications
 

Preferred Educational Qualifications
Bachelor’s degree from an accredited institution of higher education in related field
Preferred Experience
Previous experience in higher education and executive level support preferred

Knowledge, Skills, & Abilities
 

ABILITIES
Able to utilize standard office equipment and multi-line telephone system  
Able to handle multiple tasks or projects at one time meeting assigned deadlines
SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills  
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)  
Strong attention to detail and follow up skills  
Strong customer service skills and phone and e-mail etiquette
 

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to maintain confidentiality, exercise discretion, and protect confidential and sensitive information pertaining to students, staff, and faculty 

Understand and adhere to FERPA regulations when addressing student concerns 

Ability to promote a positive work environment and establish and maintain effective working relationships with a variety of individuals

Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved

Ability to work as a contributing member in a team-oriented environment, successfully interacting with internal and external colleagues and partners 

Ability to maintain a high degree of professionalism, confidentiality, and diplomacy in a stressful and fast-paced environment 

Demonstrated ability to work collaboratively in a diverse, inclusive and student-centered environment, with people of various learning styles, cultures, identities, and life-experiences.

Equal Employment Opportunity
 

Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.
For additional information or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 202, [email protected].

Other Information
 

This is 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 does require a purchasing card (P-Card).
This position will  travel 1%-24%
This position does not require security clearance.

Background Check
 

• Standard Enhanced
• Education
• Credit

Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.

All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf