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Executive Administrative Assistant to the President

TAKOMA PARK, MD
Job Title:         Executive Administrative Assistant to the President
Department:         President’s Office 
Reports To:           President
Prepared By:         Office of Human Resources
Position Grade:     EXA
FLSA Status:         Exempt

 
 

OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.      

SUMMARY
Coordinates administrative and secretarial functions of the President’s office. Performs a variety of administrative duties, including, but not limited to: maintaining Board of Trustees and Cabinet minutes, and preparing for Board of Trustees and Cabinet meetings, preparing letters, reports and minutes. Schedules meetings for the University President, maintains the calendar. Coordinates special programs. Implements office procedures and performs other secretarial duties to maintain a professional office environment. Manages a variety of general office activities by performing the following duties personally or delegating to student employees.


ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties may be assigned.

 
  • Greets visitors and directs to appropriate area or person.
  • Answers and screens president's telephone calls, responds independently when possible, and arranges conference calls.
  • Manages president's calendar and independently schedules appointments. Keeps Columbia Union Conference Calendar updated.
  • Reads and routes incoming mail.  Locates and attaches appropriate file to correspondence to be answered by the President. 
  • Composes and types routine correspondence. Prepares outgoing mail and correspondence, including e-mail and faxes. Responds independently to correspondence when possible.
  • Makes copies of correspondence or other printed materials.
  • Establishes uniform correspondence procedures and style practices.
  • Organizes and maintains file system, files correspondence and other records. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of President’s office records.
  • Arranges for committees which the President chairs.     
  • Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings for President's Cabinet.
  • Prepares agenda, notices, minutes, and corporate resolutions for Board of Trustees meetings. 
  • Acts as custodian of trustees’ documents and records.
  • Maintains contact information with board of trustees members and accrediting agencies.
  • Orders and maintains supplies, and arranges for equipment maintenance.
  • Process President’s expense reports to present to Accounting Services for reimbursement.
  • Request flower arrangements, fruit baskets or dish gardens for staff and their family members during special occasions such as birth, illness or death in the family.
  • Maximizes office productivity through proficient use of appropriate software applications.
  • Maintains a pleasant office atmosphere for students, guests, faculty and staff.     
  • Supports a spirit of excellence in service.
  • Attends mandatory Convocation every Wednesday.


SUPERVISORY RESPONSIBILITIES:
Received: Receives direct supervision from the President
Given:       None

COMPETETENCIES
To perform the job successfully, an individual should demonstrate the following competencies.

 
  • Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
 
  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
 
  • Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
 
  • Planning - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
 
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
 
  • Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
 
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
 
  • Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.


QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 
  • Education and/or Experience:
 
  • Bachelor's degree and five to seven years of administrative experience supporting a senior executive; or high school diploma and 10 or more years of administrative experience, with at least five years supporting a senior executive
  • Experience working with a board of directors desired
  • Excellent oral communication, interpersonal, written and organizational skills
  • Must have demonstrated advanced proficiency with Microsoft Office Word, Excel, PowerPoint
  • Must have solid organizational, customer service, and teamwork skills
  • Must be high-energy, detail-oriented, self-motivated, flexible and capable of managing multiple/competing priorities and meeting tight deadlines
  • Ability to work independently or collaboratively as the situation demands
  • Ability to exercise independent judgment
  • Ability to interact with all levels of management, staff and students
  • Ability to prioritize work and exercise effective time management skills
 
  • Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.
 
  • Mathematical and Technology Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
 
  • Computer Skills: To perform this job successfully, an individual should be proficient in Microsoft Office Suite and have ability to learn new Database software.

Physical Demands: 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

The employee will occasionally be called upon and must be able to work long hours under stressful conditions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. 

WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment is usually moderate.

Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act.  As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.34 CRF (and subsections), insofar as they conflict with the Seventh-day Adventist teaching and practices. 

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