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Job Summary
Competent performance of executive assistant/secretarial duties for the President and Executive Vice President. Works closely with the Chairman of the Board of Trustees and other Board Committee Chairpersons to coordinate meetings and special functions.
Qualifications
- Minimum of an Associate degree in office administration with a Baccalaureate degree preferred
- Minimum of two (2) years of experience in an office setting
- Experience in higher education preferred
- Proficient in computer skills, including MS Outlook, Word, Excel and Power Point
- Excellent organizational, communication and interpersonal skills are essential
- Ability to compose clear and concise correspondence independently or from oral or written instructions with thorough knowledge of grammar, spelling, vocabulary and punctuation
Responsibilities
- Maintains documentation, and is recording secretary for the Board of Trustees, President’s Council, MTSA Staff Committee, Strategic Planning Committee. Coordinates specific requirements of the meetings, i.e. location, catering needs, agenda, etc.
- Researches, compiles and organizes information for use by the President and Executive Vice President to assist them in completion of reports and/or special projects. May prepare correspondence/reports for the President approval and signature.
- Assists with scheduling meetings and appointments
- Assists with travel arrangements for Administrators
- Assists with maintaining accreditation status with SACSCOC and COA and other accrediting bodies.
- Maintains Administrative Manual, including bringing policy updates through appropriate committees and communication of changes to stakeholders
- Maintains meeting minutes digital files for all MTSA committees for which the responsibility is Recording Secretary
- Assists with planning of special events as directed, such as New Student and Family day, volunteer events, and staff recognition or celebrations.
- Provides assistance in all areas as directed by the President, including research projects
- Assists with various other School projects and events as directed by the President
- Serves as secretary of the Board of Trustees and other committees as outlined below
- Provides full administrative support for the President and the Vice President of Academics and Institutional Effectiveness
Responsibilities as Administrative Campus Safety Officer:
- Coordinates Safety Advisory Group meetings/projects, including campus fire drills
- Clery record keeping functions and attends applicable webinars
- Crime statistics reporting to DOE and TBI from MTSA CSA’s and MNPD
- Distribution of safety related materials and information to staff, faculty, and students
Committee Involvement
Responsibilities include agenda creation, document creation, including data analysis and report writing, document collection from other departments, event scheduling and preparation, communication of event and materials prior to the event, minute-taking, follow-up communications to appropriate parties as well as any additional deliverables as assigned during the meeting.
- Board of Trustees, Recording Secretary
- BOT Executive Committee, Recording Secretary
- President’s Council, Recording Secretary
- MTSA Faculty/Staff Meeting, Recording Secretary
- Strategic Planning Committee, Recording Secretary (ad hoc)
- Mission Advisory Council, Recording Secretary
Reporting
Reports to the President and Executive Vice President
Terms of Employment
Full-time employment by Middle Tennessee School of Anesthesia