Human Resources

Assistant to the Vice President & CIO

Primary Role

Responsible for providing office management and primary administrative support for a senior level administrator requiring considerable independent judgment and significant knowledge of policies, procedures and programs.

Typical Duties & Responsibilities

  1. Plan, implement and manage office operations and administrative support services and procedures to include: office hours, staff schedules, word processing priorities, filing systems, customer service protocols, staff job descriptions and performance standards, correspondence format/style, travel planning, budget/expenditure tracking, etc.
  2. Researches, answers and/or drafts a response to routine inquiries and correspondence on won and/or on behalf of senior administrators. Independently research and gather facts and information necessary for response.
  3. Plan and coordinate meetings and events to include activities such as: determining recommending invitees, securing and preparing location/facilities, preparing agenda, sending invitations, developing budget, taking and distributing minutes, insuring decorum and protocols, etc.
  4. Researches, gathers, and compiles information for various reports. Consults and communicates with numerous internal and external contacts to gather information, explain activities, describe needs, provide essential information, etc. Assists administrator in making decisions.
  5. Assists in preparing budgets and fiscal reports. May review and/or route requests and proposals.
  6. Plans and maintains complex, busy, and shifting schedules of appointments, meetings, and travel. Insures administrator is prepared with essential information ands background for each meeting and/or trip. Plans and makes external travel arrangements.
  7. Perform related duties as assigned.

Supervision Required/Given

Works with considerable independence and under general guidelines and directions. Must work collaboratively and cooperatively with diverse individuals and groups. Supervises support staff including hiring, training, and development.

Position Qualifications

  1. Knowledge and capabilities normally acquired through at least a high school diploma. Some college education preferred.
  2. Five years office experience, three of which should have been in an executive administrative assistant capacity. Demonstrate advanced competencies with: PC office information systems, staff supervision, office and travel planning/scheduling, budget management, event/project planning and management, correspondence preparation, and communication skills. Must be able to model advanced uses of technology.
  3. Excellent communication skills and ability to maintain absolute confidentiality.