Assistant To The Chief Of Staff

Posting Details
Position Information
Posting Number
20121479Staff
Working Title
Assistant to the Chief of Staff
Pay Rate
Salary is competitive and commensurate with education and experience.
Employment Category
Administrative/Professional
Regular/Temporary
Regular
If temporary, list duration
Type of Appointment
Fiscal
Contract Period
12 month
Position Summary Information
Position Summary
The Assistant to the Chief of Staff provides comprehensive administrative and staff support, including managing schedules, coordinating meetings, and handling correspondence. Organizes and maintains records, prepares reports, summarizes legislation, and directs special projects. Serves as university lead for arranging Board of Trustees meetings in accordance with Tennessee state law.
Austin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 9,000 students and is located in Clarksville, Tennessee, a community of an estimated 166,000 people located approximately 40 miles northwest of Nashville, TN.
Primary Duties and Responsibilities

• Lead in arranging Board of Trustees meetings. Coordinate with key stakeholders, oversee venue setup, and provide on-site support during events. Act as a board recorder and ensure that all appropriate meeting materials are accurately recorded and stored in the university's system of record for archival.
• Prepare board meeting agendas, materials, scripts, and minutes by researching topics, gathering information, and creating clear and concise documents. Responsible for ensuring that all meeting materials are retrievable in accordance with state law.
• Maintain the Board of Trustees webpages by regularly updating content, adding new features, and ensuring that the website is accessible in accordance with state law.
• Serves as the university point of contact and subject matter expert for board administration software applications.
• Generate reports on pending and passed legislation. Track legislation, summarize key points, and identify potential impacts. Monitor active legislative sessions and produce summary reports on significant issues.
• Prepare, submit, and monitor travel authorizations and claims by gathering all necessary information, submitting the appropriate documentation, and performing timely follow-up through to payment.
• Submit invoices, review contracts, and reconcile university accounts.
• Author executive-level correspondence. Draft letters, memos, and other documents on behalf of senior university officials. Prepare visual presentations, scripts, and speeches.
• Appropriately engage with local and state elected officials and their staffs. Build relationships, represent the university's interests, and advocate for policies that support the university's mission.
• Lead in organizing university-hosted events attended by local and state elected, government, and civic officials.
• Interact with members of the public regarding university policy implementation. Provide information, answer questions, and resolve complaints in a timely manner.
• Provide support to the Office of the President as required and perform other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to efficiently operate a personal computer and associated software applications.
• Ability to detect and correct grammatical and spelling errors in written correspondence.
• Ability to maintain files accurately, both paper and electronic.
• Ability to interact in an effective and appropriate manner with diverse populations, the university community, senior government officials, and the public. Possess an understanding of official, government, and social protocol.
• Ability to maintain confidential information.
• Strong written and verbal communication skills.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Ability to manage multiple projects simultaneously.
• Ability to maintain composure under pressure.

Physical Requirements

• Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Required Minimum Qualifications

• Bachelor's degree. Master's degree preferred.
• Two or more years in an administrative role, preferably in government or higher education.
• Prior office experience.
• Basic understanding of URLs, browsers, and content management systems.
• A background check will be required of the successful applicant.

Posting Detail Information
Open Date
12/19/2023
Close Date
Open Until Filled
Yes
Special Instructions to Applicants
An official transcript will be required of the selected candidate before the candidate will be offered a position. You will not be able to modify your application after it has been submitted.