Executive Assistant – Chair’s Office, Department of Veterinary Medicine & Surgery
University of Missouri - Columbia (MU)
Columbia, MO
Full-time
Administration / Clerical
Posted on May 22, 2024
Hiring Department
Veterinary Medicine & Surgery
Job Description
TheCollege of Veterinary Medicineat MU is on a mission to inclusively educate and train outstanding clinicians and scientists from diverse backgrounds, generate new knowledge, engage stakeholders, and foster economic growth, all of which promote and protect the health and welfare of animals and people.Simply put, our mission is to Teach, Heal, Discover and Serve.
TheDepartment of Veterinary Medicine and Surgeryis dedicated to developing and disseminating knowledge to improve the health and well-being of animals and people through instruction, innovative research, service, and leadership. The department is home to the college's Veterinary Health Center where our faculty provide clinical care, teach, and develop innovative treatments and therapies.
This position is central to the operation of the department and the chair's office. The Executive Assistant provides direct executive support to the department chair as well as administrative support to the faculty and staff of the department.
Standard responsibilities will vary based on department needs, but may include:
- Provide executive support to the Department Chair. This will include activities such as calendar management, scheduling and coordinating in person and Zoom meetings, drafting and responding to correspondence on behalf of the Department Chair, and coordinating projects for the department.
- Support the promotion and tenure process for faculty in the department. This encompasses promotions with tenure, non-tenure track promotions, mid-process reviews, extension promotions and promotions for those with joint appointments.
- Serve as hiring manager in HR system for the department and support the faculty recruitment process. A significant aspect of this area will be working in conjunction with the HR Recruiter to ensure all documentation throughout the recruitment process is prepared and approved by the department chair. This position will assist with travel arrangements for candidates as well as on-site logistics during interviews. The Executive Assistant will be the primary processor for hiring paperwork for new hires as well as courtesy appointments. Additionally, the Executive Assistant will prepare J-1, H-1B, and permanent residency petitions.
- Provide academic management of department professional and graduate courses, including course creation and management, scheduling, enrollment, and evaluations.
- Manage administrative processes connected to the contracting of locum clinicians. Activities include create contracts and consulting agreements, processing contractor payments for locums, and managing courtesy appointments.
- Provide administrative support to the faculty and other members of the department. This includes managing faculty leave and travel authorizations or utilizing a university One Card to make purchases on behalf of the department and submitting proper documentation to shared services for reconciliation.
- Create a welcoming and professional environment for the Department Chair's Office. This includes welcoming guests and visitors in person and over the phone, creating and editing professional correspondence with a variety of internal and external stakeholders, and overall fostering a strong and positive impression of the department for others.
- Other duties and projects as assigned to meet the needs of the department and the chair.
Typical hours are Monday through Friday: 8a to 5p. Some evening or weekend hours may be required on occasion.
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
Previous experience providing executive or project support is preferred. Experience and / or familiarity with higher education is desirable.
Successful candidates will exhibit the following skills and core competencies:
- A high level of organization and time management skills.
- The ability to manage, coordinate, and prioritize multiple projects, deadlines, efforts, and activities.
- Effective written and verbal communication skills; being able to recognize the intended audience and adapt tone, communication method, and content accordingly.
- Adaptability in face of shifting priorities and demands.
- Be able to foster positive working relationships with their peers and create a welcoming and professional office environment. Candidates should be able to keep confidentiality and at times work on sensitive projects.
- Proficiency with Microsoft Office and comfort learning new software.
Salary Range: $20.00 to $26.50 per hour.
Grade: GGS-008
University Title: Executive Assistant
Internal applicants can determine their University title by accessing the Talent Profile tile in myHR.
Benefit Eligibility
This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website athttps://www.umsystem.edu/totalrewards/benefits.
Values Commitment
We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.
In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research, and engagement.
Equal Employment Opportunity
The University of Missouri System is an Equal Opportunity Employer. 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, or protected veteran status, or any other status protected by applicable state or federal law. This policy applies to all employment decisions including, but not limited to, recruiting, hiring, training, promotions, pay practices, benefits, disciplinary actions and terminations. For more information, visithttps://www.umsystem.edu/ums/hr/eeoor call the Director of Employee and Labor Relations at 573-882-2146.
To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.
