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Company:
University of Missouri-Columbia
Division:
Extension
City:
Columbia
State:
Missouri
County:
Boone
Country:
USA
Website URL:
Posted: 07/30/2019
Extension Executive Assistant - Columbia, MO

Please apply at: https://hrs.missouri.edu/find-a-job

Job ID: 31054

Hiring Department

MU Extension and Engagement, Vice Chancellor's Office

Job Description

LOCATION: Whitten Hall, Columbia MO

The University of Missouri (MU) Office of Extension and Engagement’s distinct land-grant mission is to improve lives, communities and economies by producing relevant, reliable and responsive educational strategies throughout Missouri. Our dedicated and knowledgeable faculty and staff collaborate with researchers and community leaders to develop and deliver programs that address needs of Missourians including: educational attainment; environmental concerns; community, economic, business and workforce development; global food systems; and health systems. For more information about MU Extension and Engagement, please visit http://extension.missouri.edu.

This position will be part of an executive administrative support team for the Vice Chancellor’s Office. Support may be given to Assistant, Associate and to the Vice Chancellor of MU Extension and Engagement. Assignments may be made on a project basis with minimum instruction. Individual will need to utilize their education and professional experience to complete tasks. Work is completed at an executive level for a complex entity that has a statewide mission.

ESSENTIAL DUTIES

Provide professional staff assistance to the support team of Assistant, Associate and to the Vice Chancellor (VC Team), ensuring organized, accurate, professional, and efficient administrative support including:

  • Monitor, coordinate, and maintain multiple calendars; schedule and coordinate staff meetings; schedule meetings with various administrators, partners and stakeholders.
  • Coordinate local, statewide, and national meetings and travel. Gather, create, and/or organize agendas or other materials as needed. Coordinate arrangements such as location, purchasing, presentation materials/agendas, and audio/visual needs.
  • Coordinate meetings and complex scheduling of appointments. Gather and prepare materials, brief VC Team on subject matter for upcoming meetings, and ensure all logistics are completed without direct supervision.
  • Attend meetings as needed for recording and informational purposes.
  • Gather, prepare, and organize materials for meetings on a daily and weekly basis.
  • Screen phone calls and correspondence.

Provide coordination and management of executives’ calendar/appointments. Monitor calendar, schedule meetings, coordinate logistics and ensure advanced materials preparation. Brief supervisor(s), provide information on meeting subject matter. Meetings and appointments are typically complex in nature and in collaboration with other executives on campus as well as throughout Missouri. Must ensure professional written & verbal communication skills, high level of organization, detail oriented and ability to forecast supervisors’ needs.

Coordinate local, statewide, and national meetings / events / conferences and travel. Ensure all logistics are taken care of including contract negotiations, location and food arrangements, travel arrangements, agenda and program materials, technical needs, etc. Must demonstrate ability to work with a variety of individuals and groups to ensure a successful outcome for each event.

Responsible for financial preparation and completion of reports including purchasing card, fiscal reports, and assigned accounts. Monitor assigned budgets, including expense tracking, maintaining documentation and effective communication. Assist with reconciliation and developing/maintaining complex spreadsheets.

Provide overall administrative support including monitor supervisor(s) incoming communication including phones and mail; to organize and respond on behalf of supervisor when appropriate; gather and compile information; develop and maintain spreadsheets, written reports, and PowerPoint presentations; maintain databases and update websites; attend meetings and record/edit/distribute minutes; and maintain a high level of confidentiality at all times.

Support the Office of the Assistant Vice Chancellor including act as liaison and representative with University executives, faculty and staff, as well as external constituents; maintain positive and professional relations with internal and external individuals and organizations; provide backup assistance to the Vice Chancellor Team; order office supplies; other projects or duties as necessary.

Conduct all activities in accordance with the Civil Rights Acts, Title IX, Rehabilitation, Americans with Disabilities Act and local, state and region affirmative action plans.

As with all positions, involvement with other duties and responsibilities may be expected in order to support the mission and purpose of MU Extension.

LEADERSHIP RECEIVED AND EXERCISED

This position reports to the Assistant Vice Chancellor of MU Extension and Engagement. Functional supervision may be exercised over a small to medium sized office support staff and student assistants.

CORE ATTRIBUTES FOR MU EXTENSION FACULTY AND STAFF

Exhibit a high personal standard of excellence, be an effective team player, and demonstrate inclusivity, civility and respect for all.

Engage stakeholders and learners, maintain positive interpersonal relationships, and exhibit effective written and oral communication skills.

Operate with minimal guidance, and be a self-directed learner who is flexible and adaptable to changing environments.

UNIVERSITY INFORMATION

The University of Missouri, also known as Mizzou and MU, is the Flagship University of the four-campus University of Missouri system. It is the state’s land-grant university and one of the most comprehensive universities in the United States. MU’s broad undergraduate programs and its’ graduate, professional and research programs attract annual enrollment of more than 30,000 students. MU is centrally located in Columbia, MO, which is consistently ranked as one of America’s most livable cities. MU Extension and Engagement programs are located on all four campuses and in 114 counties and St. Louis city.

Salary

Salary Range: $16.92 - $23.80 hourly

Grade: GGS-008

University Title: Executive Assistant

Internal applicants can determine their current grade and university title by accessing the Job Information page through the Additional Employee Info tile in myHR.

Shift

Monday - Friday

8:00 a.m. - 5:00 p.m.

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

High-energy, service-oriented individual with impeccable public relations and interpersonal skills.

Self-starter and team player.

Flexible; able to handle multiple projects with competing deadlines and interruptions.

Demonstrated excellent attention to detail and follow through with tasks.

Proficient in Outlook, Excel, PowerPoint, and Word.

Columbia Missouri Information

Columbia, Mo., is known as an ideal college town, combining small-town comforts, community spirit and low cost of living with big-city culture, activities and resources. Home to nationally renowned public schools and other colleges and educational centers, Columbia is packed with restaurants and entertainment venues and hosts more than a dozen annual cultural festivals.

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits

Diversity Commitment

The University of Missouri is fully committed to achieving the goal of a diverse and inclusive academic community of faculty, staff and students. We seek individuals who are committed to this goal and our core campus values of respect, responsibility, discovery and excellence.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Vice Chancellor of Human Resource Services/Affirmative Action officer at 573-882-4256.

To request ADA accommodations, please call the Disability Inclusion and ADA Compliance Manager at 573-884-7278.

Please apply at: https://hrs.missouri.edu/find-a-job

Job ID: 31054

Job Type: Full-time