Description:
The Executive Assistant serves as a member of the Academic and Student Affairs unit, whose role is to provide support and oversight to the twelve institutions in the State University System (SUS) to offer high-quality academic programs and related support services to prepare students for success in the global community and marketplace.
The Executive Assistant provides administrative assistance to the ASA unit and the Board office. Under the direction of the Vice Chancellor, the Executive Assistant is also responsible for conducting technical and limited paraprofessional work related to academic programs, student affairs, and research and economic development. The Executive Assistant must be able to work accurately and effectively with limited supervision and be able to achieve broad objectives, as well as complete more detailed assignments.
Responsibilities, duties, and activities may include but are not limited to the following.
- The Executive Assistant serves as a member of the Academic and Student Affairs unit, whose role is to provide support and oversight to the twelve institutions in the State University System (SUS) to offer high-quality academic programs and related support services to prepare students for success in the global community and marketplace.
- The Executive Assistant provides administrative assistance to the ASA unit and the Board office. Under the direction of the Vice Chancellor, the Executive Assistant is also responsible for conducting technical and limited paraprofessional work related to academic programs, student affairs, and research and economic development. The Executive Assistant must be able to work accurately and effectively with limited supervision and be able to achieve broad objectives, as well as complete more detailed assignments.
- Responsibilities, duties, and activities may include but are not limited to the following.
- Works with the Vice Chancellor to develop and maintain master calendars and project planning documents for ASA
- Manages the Vice Chancellor’s calendar
- Processes travel arrangements and reimbursements for the Vice Chancellor and ASA staff
- Proofreads, edits, and formats documents in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat to ensure consistency with official office styles and formats as well as compliance with ADA/Section 508 standards
- Develops and maintains accurate and current contact, e-mail, and mailing lists
- Works with professional staff to develop and maintain inventories, databases, and tracking systems as well as publish updated reports from the inventories
- Collects information and reports, conducts online research for special projects, and assists professional staff in the analysis of information gathered
- Assists in the planning of large group meetings and works with professional and other support staff to make the necessary arrangements
- Provides administrative support for other units within the Board office
- Perform other duties as assigned by the Vice Chancellor or other ASA staff
Minimum Qualifications
•Bachelor’s degree or an Associate’s degree with a minimum of three years of experience as an administrative assistant performing comparable duties
• Ability to create work products using Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat, and other tools as needed
• Ability to edit work products for grammar, spelling, punctuation, and content and edit for compliance with strict formatting requirements
• Ability to pay attention to detail and review work for accuracy and quality of content
• Ability to work cooperatively as a team member and to contribute to the efficient internal functioning of the unit
• Ability to communicate effectively verbally and in writing
• Ability to deal tactfully and courteously with the public
• Ability to meet deadlines and work with multiple and changing priorities in a fast-paced work environment
• Ability to appropriately handle confidential information
• Ability to understand and apply rules, regulations, policies, and procedures
• Ability to prepare reports, correspondence, and maintain records
• Ability to utilize problem-solving techniques
Preferred Requirements
• Knowledge and/or experience in the State University System or other state agencies in Florida
• Experience working with the State of Florida travel and purchasing procedures
• Experience with State of Florida record retention procedures and requirements
• Experience with OnBoard or other Board management software
How to Apply
Submit cover letter; resume; and State of Florida application. This position requires pre-employment background screening. Applicants selected for interviews may be required to submit additional information.
Hiring Range
Salary range $45,000 – $50,000, based on qualifications and experience.
Benefits
If you have a desire to serve the people of Florida and work in the number one higher education system in the country, a career with the Board of Governors will allow you to do so while offering an excellent array of benefits, including:
- Health insurance (over 95% employer paid)
- Basic life insurance policy (100% employer paid)
- Dental, vision and supplemental insurance options
- First-rate retirement program
- Vacation and sick leave
- Nine paid holidays
- Opportunities for professional growth and career advancement
- Tuition waiver for public college courses
- Training opportunities
- Flexible work schedules
As one of the nation’s largest university systems, the State University System of Florida is comprised of 12 institutions- ranging from a nationally-ranked liberal arts college to top-ranked comprehensive research universities-serving more than 350,000 students. The Florida Board of Governors is the constitutionally created body that oversees the System, ensuring its well-planned coordination and operation. The 17-member Board appoints a Chancellor who serves as the chief executive officer of the System, providing guidance to the Board and oversight of the Board Office, which is located in Tallahassee, Florida. The Board of Governors Office: Is an EEO/AA Employer | Does not tolerate discrimination or violence in the workplace | Only hires U.S. citizens and lawfully authorized alien workers. | Contact us if you require an accommodation to participate in the selection process
For questions regarding current vacancies, please contact Human Resources and Administrative Services via email at [email protected]
Post Date: 11/08/2023
Ref #: 01059
Human Resources and Administrative Services
Board of Governors
325 West Gaines Street, Suite 1626
Tallahassee, Fl 32399-0400
Fax: 850-245-9981
Phone: 850-245-9695