Address
SalaryColumbia Southern University
Job Description
Department: Military Initiatives
Reports to: Vice President of Military, Veteran, and Family Programs
FLSA: Exempt
Hours:Monday through Thursday 8:00 AM to 5:00 PM and Friday 8:00 AM to 3:00 PM (extended hours when requested)
Location: Hybrid/ Orange Beach, AL.
Job Summary
The Executive Assistant to the Vice President of Military, Veteran, and Family Programs is responsible for assisting the VP of Military, Veteran, and Family Programs by completing administrative tasks, facilitating communication in the absence of the Vice President, and completing and monitoring projects as assigned to include outreach travel and Training.
Essential Job Tasks Additional duties may be assigned.
- Support the VP of Military, Veteran, and Family Programs by scheduling meetings, taking meeting minutes, and maintaining files to ensure that the VP of Military, Veteran, and Family Programs is organized and prepared for meetings.
- Reconcile VP’s expenses using Concur and approve check requests as directed by the VP of Military, Veteran, and Family Programs.
- Make travel arrangements for the Vice President to include flights, hotels, and rental cars.
- Award and monitor scholarships by updating Omega and communicating with scholarship recipients in a manner that aligns with the university’s customer service model.
- Coordination and communication of projects across all departments within the VP’s division.
- Travel approximately 25% of available work hours, which may include some weekends and may include holidays, to support the efforts of the VP of Military, Veteran, and Family Programs with conferences and/or military related events.
- Coordinate, distribute and lead division wide training modules in integral software systems including but not limited to Omega, Salesforce, Concur, and RingCentral. Each rep will be evaluated using an inter-departmental verification of skills which will be reviewed and approved by the appropriate leadership chain.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills, & Abilities
Knowledge
- English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Computer - Knowledge of basic computer processes including word processing, web browsing, Microsoft Office including Basic Microsoft Excel.
- Mathematics - Knowledge of basic mathematics to understand and update reports and projects.
Skills
- Critical Thinking - Uses logic and reasoning to look at different types of information in order to make conclusions and work through problems.
- Research - Locates key facts and information in order to learn more about different types of information.
- Interpersonal Skills - Communicates and interacts with people effectively while being aware of social perceptions.
- Time Management - Manages one’s own time to accomplish assigned tasks.
- Attention to Detail - Thoroughness and accuracy when accomplishing a task.
Abilities
- Written Comprehension - The ability to read and understand information and ideas presented in writing.
- Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions.
- Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
- Reasoning Ability - Ability to apply common sense understanding to carry out detailed instructions.
- Complex Problem Solving – Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Education
Bachelor's degree from a four-year college or university is preferred.
Equipment Used
- Office equipment including computers, telephones, printers, faxes, and copiers.
- Software use include Microsoft Word, Excel, Outlook, Blackboard, and internal database software.
- Secure and reliable internet is required for this position.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works primarily within a climate-controlled environment within a cubicle setting mostly sedentary with frequent sitting, occasional walking and lifting, and frequent near vision use for reading and computer use. Noise level is generally moderate.
Supervisory Responsibilities
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
