Executive Assistant - 993188

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

 

Primary Purpose:

Assists VP of Facilities Management by providing high-level administrative support such collecting, organizing, and preparing reports, handling information requests, preparing correspondence and presentations, receiving visitors, arranging conference calls, coordinating complex events and scheduling meetings.

 

Job Category: Non-Exempt

Hiring Range: 

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Provides administrative support to the Vice-President's direct reports.

2. Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves complex problems to ensure questions are answered and issues resolved in a timely manner.

3. Composes and edits internal and external complex communications to ensure professional communications, including the preparation of meeting materials for Board of Trustee meetings.

4. Monitors employee payroll system (Kronos), overload payments, and provides related training to supervisors and support staff.

5. Utilizes information management systems and records to support the human resource function of the department.

6. Compiles and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.

7. Coordinates complex projects and communication materials; organizes high profile events, conferences, and meetings to ensure a professional outcome.

8. Enters data and generates reports from NSU specific software systems to ensure accurate processing and record keeping.

9. Schedules meetings/appointments/events and coordinates travel to ensure timely scheduling.

10. Conducts reference and background checks on job applicants (and vendors)

11. Assists with providing current and prospective employees with information about policies, job duties, working conditions, wages and contracts, opportunities for employment and employee benefits.

12. Maintains employee data integrity and confidentiality.

13. Assists Employee Services area with assigned functions.

14. Completes other projects are required.

15. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: 1. Advanced knowledge of MS Office, including Word, Excel, PowerPoint and Outlook; database and data entry skills.
2. Ability to interpret and explain guidelines, policies, and procedures.
3. Decision-making and problem solving skills.
4. Excellent organization and planning skills, including calendar and event management.
5. Excellent written and oral communication skills.
6. Information gathering and monitoring skills; including the ability to prepare reports, while maintaining confidentiality.
7. Takes initiative, is flexible, and provides great attention to detail and accuracy.
8. Possesses advanced computer skills and is able to train others.
9. Ability to assist management with the creation of PowerPoint presentations.
10. Ability to learn and use new computer software

Physical Requirements / Working Conditions
1. Near Vision - Must be able to see details at close range (within a few feet of the observer).
2. Speech Recognition - Must be able to identify and understand the speech of another person.
3. Travel - Must be able to travel on a daily and/or overnight basis.
4. May be required to work nights or weekends.
5. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
6. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, mobile devices, and computer keyboards.

Required Certifications/Licensures: 

Required Education: Associate's degree

Major (if required: 

Req