Executive Assistant (TEMPORARY POSITION)

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Exercises discretion, professionalism, and independent judgment in managing sensitive matters and complex administrative functions. Provides high-level administrative and operational support to ensure the effective management of the Office of Compliance and plays a key role in facilitating communication, coordinating initiatives, and supporting the university’s compliance program.

Job Category: Non-Exempt

Hiring Range: 

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Provides administrative support to the Vice-President and performs administrative duties to ensure timely responses and quick turn-around times.
2. Manages and maintains the Vice President’s calendar, coordinates meetings, and arranges travel and event logistics.
3. Anticipates the Vice President’s needs and proactively prepares materials and information in advance of meetings and deadlines.
4. Serves as a primary point of contact for the Office of Compliance, maintaining a professional and service-oriented approach.
5. Greets visitors and determines whether they should be given access to specific individuals.
6. Coordinates agendas, materials, and minutes for committees and workgroups supported by the Office of Compliance.
7. Represents the office with professionalism and discretion in all interactions and communications.
8. Maintains accurate and confidential records and filing systems consistent with university policies and regulatory requirements. Compiles and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
9. Coordinates daily operations of the Office of Compliance to ensure efficiency and responsiveness. Assists in developing and maintaining office procedures and documentation to enhance operational effectiveness.
10. Processes invoices and purchase requests, monitors budgets, and reconciles expenses in accordance with university procedures.
11. Supports departmental hiring, onboarding, and training of staff and student workers as needed.
12. Prioritizes and routes communications, responding to inquiries or drafting responses as appropriate. Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves complex problems to ensure questions are accurately answered and issues resolved in a timely manner.
13. Prepares, edits, and proofreads correspondence, reports, presentations, and other materials. Composes and edits internal and external complex communications to ensure professional communications, including the preparation of meeting materials for Board of Trustee meetings.
14. Coordinates complex projects and communication materials; organizes high profile events, conferences, and meetings to ensure a professional outcome.
15. Maintains employee data integrity and confidentiality.
16. Learns to operate new office technologies as they are developed and implemented.
17. Provides administrative support for compliance projects, risk assessments, and audits.
18. Tracks timelines, deliverables, and follow-up actions for compliance initiatives and committee work.
19. Assists in preparing and distributing compliance reports, training materials, and policy communications.
20. Supports event planning for compliance-related workshops, meetings, and campus awareness activities.
21. Completes special projects as assigned.
22. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).
2. Administration and Management - Working knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and resources.
3. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
4. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
5. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Computers and Electronics - General knowledge of computer hardware and software, including applications and programming.


Skills:
1. Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
2. Service Orientation - Advanced skills in actively looking for ways to help people.
3. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
4. Time Management - Advanced skills in managing one's own time and the time of others.
5. Social Perceptiveness - Advanced skills in being aware of others' reactions and understanding why they react as they do.
6. Coordination - Advanced skills in adjusting actions in relation to others' actions.
7. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Abilities:
1. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
2. Written Comprehension & Expression - The ability to read, understand, and communicate information and ideas in writing so others will understand.
3. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
4. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
5. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

Physical Requirements:
1. Near Vision - Must be able to see details at close range (within a few feet of the observer).
2. Speech Recognition - Must be able to identify and understand the speech of another person.
3. Speech Clarity - Must be able to speak clearly so others can understand you.
4. May be required to work nights or weekends.
5. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
6. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.

Required Certifications/Licensures: 

Required Education: High School Diploma or Equivalent

Major (if required: 

Required Experience: High school and four (4) years of clerical/administrative experience providing support to the executive level.

OR

Associate’s degree and three (3) years of clerical/administrative experience providing support to the executive level.

Preferred Qualifications: 

1. Certified Administrative Professional (CAP) or equivalent certification.
2. Previous experience in an academic institution or compliance experience.

Is this a safety sensitive position?   

Background Screening Required?    

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.