Executive Assistant (14020)

The Florida A&M University's Office of the Chief Operating Officer is please to annouce acceptance of qualified applications for the Executive Assistant vacancy.


Responsibilities


This position works directly with the Chief Operating Officer and will provide primary administrative support for the Executive Vice President and Chief Operating Officer (COO); Coordinate meetings and activities; Prepare correspondence for the COO to include letters, memos, forms, policies and procedures, including handling of confidential information; Assist with the development and preparation of publications, such as reports and brochures; and coordinate processing of paperwork and documents requiring approval from the COO.

Receive information from academic and administrative departments and compiles data for the COO; Type and distribute various reports on a monthly, quarterly, and annual basis; Coordinate and oversees events and initiatives sponsored by the COO's office; Maintain updated information on committees and committee members; Manage and distribute mail for the COO; Serve as liaison between the COO's office and other university offices; Perform special projects and assignments as requested by the COO; and research policies as needed.

Prepare requisitions for supplies and equipment; Track expenditures from E&G, C&G, and the FAMU Foundation by department and category; Gather data and composes a variety of fiscal, expenditure, and monitoring reports; Provide administrative support to staff members housed in the Office of the COO; Serve as the travel representative; Coordinate travel schedules and activities of the COO and assists with coordinating similar activities for staff within the office of the COO; Input and process Travel Authorization Requests, advances, reimbursements, and expense reports; Serve as the Personnel Representative (including Time and Labor Representative) for the unit; and verifies that all time has been input into the system for those in the COO's Office dynamic group.


Minimum Qualifications


Bachelor's degree in appropriate area of specialization and five years of related experience; or master's degree and three years of related experience.


Recommended Competencies


Knowledge of administrative and supervisory principles and practices;
Knowledge of office procedures and practices including record management;
Knowledge of methods of data collection and analysis;
Knowledge of software and management packages such as MSWord, Excel, Powerpoint,Outlook, Sharepoint, Dropbox, the cloud, Google Docs, etc.;
Knowledge of office computer systems and other office equipment (PC compatible, Apple products, copier, fax, scanner, typewriter, etc.);
Ability to maintain confidentiality of records and other information; and,
Ability to handle inquiries in a courteous manner.


Pay Plan


This is an Administrative and Professional (A&P) position.


Conditions of Employment


Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.


Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment.


Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person's period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion of such person. You may be required to provide documentation.


How To Apply


Applicants are required to complete the online application with all applicable information. Applications must include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Self Service in iRattler. This search is being conducted under Florida law, including the Sunshine law and Public Records law.


Reasonable Accommodation


If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA), please contact the Office of Equal Opportunity Programs at View phone number on click.appcast.io at least ten (10) days prior to the start of the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS View phone number on click.appcast.io.


Equal Opportunity/Access


Florida A&M University is an Equal Opportunity Employer.


Schedule


Monday - Friday 8:00 AM - 5:00 PM