Executive Assistant

22nd Century Technologies, Inc.
$30.00/Hour on W2 without bene
United States, Virginia, Petersburg
Feb 19, 2025
Title: Executive Assistant Location: Petersburg, VA, 23806 Pay Rate: $30.00/Hour on W2 without benefits Duration: 6+ Months Work from office/remote: Office Summary: This position will be critical in supporting the Executive Director's efforts. This individual will be directly engaged with every aspect of the work, ensuring the smooth execution of strategic initiatives and daily operations. The Program Coordinator/Administrative Assistant will serve as an extension of the Executive Director, assisting with strategic, operational, and administrative responsibilities. Job Description: The Program Coordinator will oversee the daily financial and operational activities of the Title III Faculty Development Grant. This includes serving as an internal and external liaison, developing and implementing marketing strategies, and organizing and maintaining the faculty development data repository. Additionally, the Program Coordinator/Administrative Assistant will assist in assessing the impact of the grant's SMART Goals and Objectives and participate in subsequent formative and summative evaluations of those goals and objectives. Role and Responsibilities: Carry out a range of administrative duties essential for the smooth operation of the Academy of Faculty Enrichment. This includes greeting and welcoming constituents, assisting faculty members within the Academic Innovation Center, handling incoming telephone calls, delivering important messages, responding to various forms of correspondence, ordering necessary office supplies, maintaining, and troubleshooting office equipment, and ensuring the overall effectiveness and efficiency of daily operations. Provide comprehensive administrative support to the Director of Faculty Development by efficiently managing various operational software systems, including eVa for electronic voucher processing, Chrome River for expense management, A-21s for budget tracking, Cardinal for procurement, Banner for student and faculty information, work orders for facility requests, and any additional software related to administrative functions. Act as the primary point of contact among faculty, staff, other university departments, and external organizations regarding everyday programmatic, operational, and administrative issues. This includes aiding with the planning and execution of seminars, meetings, and special projects and offering general problem-solving support to ensure all stakeholders receive timely and effective communication. Coordinate and oversee the activities of support staff, consultants, faculty members, and volunteers engaged in planning and implementing faculty development initiatives. This may include scheduling meetings, assigning tasks, and ensuring that all activities are aligned with the program's goals. Edit and coordinate the creation of promotional documents, educational materials, newsletters, and brochures to effectively communicate the initiatives and achievements of the faculty development program. This involves collaborating with faculty and staff to gather relevant content and ensure clarity and engagement in all materials produced. Maintain accurate and organized records related to faculty development activities. This includes conducting thorough research to gather necessary information, compiling project artifacts, analyzing descriptive data, and assisting in preparing the Title III Quarterly and Annual Reports and fulfilling other requirements related to the Title III Faculty Development Grant. Conduct interviews and manage the complete hiring process for student workers, ensuring that all candidates are assessed fairly and selected based on their qualifications and fit for the role. Delegate and supervise student workers' clerical and administrative support tasks. This includes typing and editing documents, preparing meeting agendas and minutes, and organizing various records and reports to maintain high operational efficiency. May engage in specialized activities that support the programmatic objectives of the Academic Innovation Center, working closely with faculty and staff to enhance educational strategies and innovations. Identify and evaluate technical issues related to office equipment or software and promptly submit appropriate service requests to ensure minimal disruption to operations. Undertake additional job-related duties as assigned by the Executive Director of Strategic Faculty Initiatives and Innovation or other supervisors, demonstrating flexibility and a willingness to contribute to the department's overall success. Qualification Required: Candidates must possess an Associate Degree and have at least 3 years of relevant work experience that directly relates to the duties and responsibilities outlined for this position. Individuals who have earned higher degree(s) from an accredited institution-beyond the minimum educational requirement-may substitute their additional education for professional experience on a year-for-year basis. For example, a bachelor's degree may be equivalent to 2 years of experience, while a master's degree may substitute for 4 years of experience. This substitution aims to recognize the value of advanced education in lieu of direct work experience. Knowledge, Skills, and Abilities Required: Ability to make administrative/procedural decisions and judgments. Proficient in coordinating and organizing various meetings and special events, including logistics planning, scheduling, and ensuring all necessary resources and materials are available to facilitate successful gatherings. Advanced clerical skills complemented by word processing and office management expertise, enabling efficient handling of correspondence, documentation, and administrative tasks. Highly skilled in utilizing personal computers and various software applications relevant to office operations, including word processing, spreadsheets, presentation software, and database management. Exceptional ability to organize resources effectively while establishing clear priorities, ensuring that projects and tasks are executed promptly and efficiently. Strong interpersonal and communication skills, allowing for effective collaboration with diverse groups, including students, faculty, and staff, fostering a positive and inclusive community environment. Proven leadership capabilities, with the ability to mentor and train team members, enhancing their skills and performance while encouraging professional development. Expertise in maintaining accurate and comprehensive records, ensuring easy access to information and compliance with relevant regulations and organizational standards. Adept at interacting respectfully and productively with students, faculty, and staff within a collaborative team environment, promoting a culture of cooperation and respect. Solid knowledge of finance, accounting principles, budgeting techniques, and cost control procedures, contributing to the effective management and allocation of resources within an organization. Familiarity with communication principles, media strategies, and marketing techniques, enabling effective outreach and promotional campaigns to be developed and implemented. Competent in gathering, analyzing, and interpreting statistical data to generate comprehensive reports, facilitating data-driven decision-making. Advanced writing and editorial capabilities, with a keen eye for detail, enabling the production of high-quality documents, reports, and promotional materials that adhere to organizational standards and objectives. Strategic Engagement: Collaborating closely with the Executive Director to implement initiatives that advance the university's mission, including faculty development programs, innovative teaching practices, and professional growth opportunities for faculty. Participating in strategic planning sessions, aligning objectives with institutional priorities, and providing input to help refine and enhance faculty support initiatives. Tracking progress on the Executive Director's goals and priorities, providing regular updates and supporting the Director in achieving key milestones. Operational Support: Overseeing the coordination of daily operations, ensuring the seamless management of tasks, such as budget tracking, financial reporting, and resource allocation. Acting as a central point of communication between the Executive Director, faculty, university departments, and external stakeholders to ensure clear and efficient collaboration. Supporting the execution of grant-funded projects, including data collection, analysis, and reporting to fulfill compliance requirements. Administrative Responsibilities: Managing the Director's calendar, scheduling meetings, and ensuring all engagements are well-prepared and productive. Drafting, editing, and managing correspondence, including reports, memos, and presentations, on behalf of the Executive Director. Assisting with preparing and submitting Title III Quarterly and Annual Reports and other institutional documents. Program Development and Oversight: Supporting the planning, execution, and evaluation of faculty development initiatives, such as the Academy of Faculty Enrichment and special seminars or workshops. Creating promotional materials and communication strategies to ensure broad faculty engagement and program visibility. Assisting in formative and summative evaluations of strategic initiatives, providing actionable insights and recommendations. Leadership and Supervision: Coordinating and supervising student workers, consultants, and support staff, ensuring their contributions align with the program's strategic goals. Delegating tasks effectively to ensure high operational efficiency and mentoring team members to enhance their professional development. Continuous Engagement with the Executive Director's Work: The Program Coordinator/Administrative Assistant will work with the Executive Director to anticipate needs, solve problems, and ensure a proactive approach to all responsibilities. They will accompany the Executive Director in meetings when needed, take detailed notes, and follow up on action items to maintain accountability and progress. This role will act as the operational backbone of the office, facilitating the Director's vision by managing the details that bring strategies to life.