Job Details

Executive Assistant IV
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Position Number: 4614817
Location: Moscow, ID
Position Type: Secretary and Administrative Assistants

University of Idaho

Executive Assistant IV

Location: Moscow

Division/College: President's Area

Employee Category: Exempt

Pay Range: $80,000 a year or higher depending on experience

FTE: 1

Full/Part Time: Full Time

Position Summary:
Under general direction of the administrator, this position independently performs and oversees complex and diverse support duties related to the unit with a high degree of professionalism and adherence to strict confidentiality standards. The position performs multifaceted administrative and project management support, including managing strategic use of the administrator's time, coordinating communications, serving as liaison on behalf of the administrator, and analyzing and resolving or referring issues and concerns that may be brought to the office. This senior-level executive assistant is expected to develop and exercise strong project management skills to independently complete strategic projects as well as participate in, and support, university-level initiatives. The position carries a high degree of delegated authority to represent the office internally and externally and to make administrative decisions in line with the administrator's preferences on matters that impact units across the university.

Duties may include:

Administrative and operational support:

Identifying and implementing innovative solutions to highly complex strategic, critical operational issues and concerns brought to the office which may involve unusual circumstances and incomplete or conflicting data and where outcomes may have a significant impact on the overall goals of the unit
Coordinating with Financial Officer on financial matters; participating in budget development and analysis; approving expenditures on behalf of the administrator

Project and initiative support:

Managing all administrative planning and follow-through of the administrator's sponsored activities, events, retreats, workshops and special projects; being well-prepared to participate in meetings and initiatives and leading them through to completion in the administrator's stead
Following up on deliverables identified in standing meetings on behalf of the administrator
Developing and maintaining positive liaison relationships with various internal and external customers including employees, executives, faculty, students, donors, alumni and the general public
Working independently on highly complex or strategic assignments and actively participating on project teams with other senior leaders across the university; leading teams and projects that involve extensive cooperation and coordination between multiple departments across the university or with external customers

Information gathering, reporting and communications:

Developing and executing strategic communications plans; coordinating and collaborating with University Communications and Marketing as needed; representing and responding on behalf of the administrator to personal and confidential correspondence and phone calls
Collecting, compiling, analyzing and summarizing data and materials for reports, records and other administrative documents
Developing communications such as talking points, speech scripts, presentations and responses to correspondence
Independently collecting, summarizing and submitting data and administrative reports on behalf of the unit administrator

Other duties as assigned

Minimum Qualifications:

High School Diploma or equivalent

Seven years of administrative or business operations support experience
Four years of experience supporting management-level activities
Experience managing the work of others in teams or through direct supervision

Preferred Qualifications:
Preferred Education:

Masters Degree

Preferred Experience:

Three years organizing complex executive schedules in a senior administrative support role.
Working in higher education.
Advising executives on administrative matters.
Meeting deadlines in a fast-paced environment with a proactive approach to problem-solving and strong decision-making skills.
Using computer information systems that manage an organizations finances, business processes and records with a preference for experience using Banner, Chrome River, and VandalWeb.

Physical Requirements & Working Conditions:

Required Licensures, Certifications or other

Posting Number: SP004128P

Posting Date: 09/18/2023

Closing Date:

Open Until Filled: Yes

Special Instructions:
To receive first consideration, please submit a letter of qualification, current resume, and references (last 3 supervisors) no later than October 2, 2023.

In your letter of qualification, using details and examples, please address all of the required and preferred qualifications for this position and how your experience and skills align. The information provided in your letter of qualification will be used to determine eligibility for an interview and demonstrate your communications skills.

Background Check: Applicants who are selected as final possible candidates must be able to pass a criminal background check.

To apply, please visit: jobs.uidaho.edu

EEO Statement
University of Idaho is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer.