Executive Administrative Assistant

Job Description

EXECUTIVE ADMINISTRATIVE ASSISTANT (INTERIM)

College of Arts and Sciences / Evening and Weekend College

Southern University at New Orleans

POSITION DETAILS

Appointment Status: Interim appointment ending June 30, 2027

Compensation Basis: Salaried; compensation to be determined

Primary Supervisor: Dean, College of Arts and Sciences

Functional Support: Associate Vice Chancellor of Academic Affairs; Associate Vice Chancellor of Institutional Effectiveness; Dean, College of Arts and Sciences

Work Location: College of Arts and Sciences, New Orleans, Louisiana

Supervisory Responsibilities: None

POSITION OVERVIEW

Southern University at New Orleans (SUNO) invites applications for the interim position of Executive Administrative Assistant in the College of Arts and Sciences and Evening and Weekend College. The position provides high-level administrative and operational support to the Associate Vice Chancellor of Academic Affairs, the Associate Vice Chancellor of Institutional Effectiveness, and the Dean of the College of Arts and Sciences.

The position is housed in the College of Arts and Sciences and reports to the Dean as the primary supervisor while coordinating priorities and assignments among the three supported offices and the Evening and Weekend College program. The Executive Administrative Assistant manages schedules, communications, records, meetings, reports, and administrative workflows supporting academic operations, institutional effectiveness, accreditation, assessment, and College initiatives. The position requires discretion, sound judgment, strong organizational skills, excellent communication, and the ability to manage confidential and time-sensitive matters.

INTERIM APPOINTMENT STATEMENT

This is a temporary interim appointment that will end on June 30, 2027, unless concluded earlier in accordance with applicable University and Southern University System policies. The interim appointment does not create an entitlement to continued employment in this position beyond the stated end date.

KEY RESPONSIBILITIES

- Provide executive-level administrative support to the Associate Vice Chancellor of Academic Affairs, the Associate Vice Chancellor of Institutional Effectiveness, and the Dean of the College of Arts and Sciences.

- Provide administrative support to Evening and Weekend College as directed by the Dean and Associate Vice Chancellor of Academic Affairs.

- Coordinate calendars, appointments, meetings, deadlines, and event logistics; identify scheduling conflicts and recommend practical solutions.

- Receive, screen, and route telephone calls, correspondence, visitors, and requests to the appropriate office or University official.

- Prepare, edit, proofread, and format correspondence, reports, presentations, agendas, minutes, briefing materials, spreadsheets, and other documents.

- Coordinate assignments among the supported offices, maintain a shared tracking system, monitor deadlines, and provide timely status updates.

- Organize meetings and committees by scheduling participants, reserving space, preparing materials, recording minutes, documenting action items, and following up on assigned tasks.

- Compile and organize information supporting academic planning, program review, accreditation, assessment, institutional research, compliance reporting, and continuous improvement.

- Maintain confidential paper and electronic records in accordance with University policies, records-retention requirements, and applicable law.

- Draft routine correspondence and communications using established guidance and obtain appropriate review and approval before distribution.

- Serve as an administrative liaison among academic departments, faculty, staff, students, University leadership, committees, and external stakeholders.

- Support faculty and academic administrative processes by collecting documents, tracking submissions, maintaining files, and routing materials for authorized review and action.

- Assist with College events, academic programs, assessment activities, accreditation visits, workshops, and special initiatives.

- Prepare and process purchase requisitions, travel documents, contracts, invoices, and other administrative records through established University approval processes.

- Maintain office supplies, equipment records, contact lists, shared calendars, and administrative systems.

- Protect confidential and sensitive information involving personnel, faculty, students, academic records, institutional data, and executive matters.

- Work occasional evenings and weekends when required for University programs, reporting deadlines, meetings, accreditation activities, or special events.

- Perform other related duties consistent with the position as assigned.

SCOPE OF RESPONSIBILITY AND JUDGMENT

The Executive Administrative Assistant organizes work, prioritizes competing assignments, coordinates schedules, prepares communications, and addresses routine administrative matters within established policies and delegated authority. Conflicting priorities among the supported offices must be elevated to the Dean, as primary supervisor, for direction. Matters involving policy determinations, personnel actions, academic decisions, contractual commitments, financial authorization, or other executive authority must be referred to and approved by the appropriate University official.

This position has no supervisory authority. The employee may coordinate administrative tasks and meeting logistics but does not hire, assign or direct employee work, evaluate performance, recommend discipline, approve leave, or supervise faculty, staff, student workers, or contractors.

REQUIRED QUALIFICATIONS

- Associate degree in business administration, office administration, communications, public administration, or a related field; or an equivalent combination of education and progressively responsible administrative experience.

- At least four years of progressively responsible administrative or executive-support experience.

- Demonstrated experience managing schedules, preparing professional correspondence and reports, maintaining confidential records, and coordinating meetings or projects.

PREFERRED QUALIFICATIONS

- Bachelor's degree in business administration, office administration, communications, public administration, higher education administration, or a related field.

- Experience supporting multiple executives or senior academic administrators in higher education.

- Experience with academic affairs, institutional effectiveness, accreditation, assessment, faculty processes, purchasing, travel, or institutional databases.

KNOWLEDGE, SKILLS, AND ABILITIES

- Excellent organizational, time-management, interpersonal, customer-service, and problem-solving skills.

- Excellent writing, editing, proofreading, and oral communication skills, with close attention to accuracy and detail.

- Ability to support multiple senior administrators, balance competing priorities, meet deadlines, and adapt to changing demands.

- Ability to exercise discretion and maintain confidentiality when handling sensitive information.

- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and related office technology.

- Ability to compile information, maintain records, prepare reports, and follow established administrative and approval processes.

- Professional judgment and the ability to determine appropriate referrals within the position's delegated authority.

WORK SCHEDULE, ENVIRONMENT, AND PHYSICAL REQUIREMENTS

Work is primarily performed on campus in the College of Arts and Sciences during the University's regular business hours. Evening and weekend work may be required at specific times to support University programs, special events, accreditation activities, meetings, or reporting deadlines.

The employee must be able to sit, stand, and walk as needed; communicate verbally and in writing; use a computer and standard office equipment; and lift or carry office and event materials weighing up to 15 pounds, with or without reasonable accommodation.

APPLICATION INFORMATION

Applicants should submit a completed employment application, current resume, and any supporting documents requested in the online posting. Applications must clearly describe the applicant's education and relevant experience. Review of applications will continue in accordance with the timeline stated on the SUNO employment website.

EQUAL OPPORTUNITY EMPLOYER

Southern University at New Orleans (SUNO) is an Equal Opportunity Employer.

NON-DISCRIMINATION STATEMENT

In compliance with Title IX of the Education Amendments of 1972, Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws, Southern University at New Orleans (SUNO) forbids discriminating or harassing conduct that is based on an individual's race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in Uniformed Services, and all other categories protected by applicable state and federal laws.

This commitment applies but is not limited to decisions made with respect to hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other University-administered programs. Discriminatory acts of any kind are strictly forbidden.

AMERICANS WITH DISABILITIES ACT STATEMENT

Southern University at New Orleans (SUNO) complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources.

AN EQUAL OPPORTUNITY EMPLOYER

STATE AS A MODEL EMPLOYER (SAME)