Executive Assistant

• Conducts special reviews, analyses, studies, and examinations of a broad range of VPR plans, programs, and initiatives. Prepares responses to staff assigned to VPR as appropriate. Develops written responses and presentation material to include executive summaries, information papers, point papers, charts, graphs, slides, etc. Advises the Vice President on major planned and/or ongoing studies and projects within and/or outside the VPR having major impact. Keeps abreast of specific and general areas of current issues and advancements in the advanced education and research management and administration, as well as areas of Congressional, DoD, and USU interest and concern. Assures planned and ongoing studies and reviews include consideration of recent issues and advancements in management and administration and addresses specific interests and concerns of senior management within and outside USU and Government agencies.
• Monitors controlled correspondence, i.e., correspondence sent through the channels from members of Congress, the DoD, and for signature of the Secretary, DoD, and President, USU. Negotiates on the appropriateness of assignments to VPR, assigns responses to the appropriate element of the VPR, negotiates change of due dates, prepares, and types drafts and determines that all clearances are obtained and that proper revisions are made. Ensures that final material is in proper format depending on signature authority.
• Reviews and edits letters, research reports, speeches, lectures, and manuscripts for clarity and continuity of thought, appropriate grammatical construction, and accuracy of style. Works closely with supervisor to prepare a variety of materials that will be used at scientific talks and lectures, including preparing PowerPoint slides graphs, tables, charts, and other data for incorporation into the presentation. Assists Vice President in preparation for speeches and reports by gathering material for use in supporting presentations. Edits material, suggesting rewording and/or arrangement of material as appropriate. Responds directly and independently to various inquiries, as appropriate. Review and edits written documents. Incumbent responds directly and independently to various inquiries. Personally, reviews and edits draft material submitted for the Vice President’s approval and/or signature. This task requires keeping abreast of pertinent policies and procedures and communicating regularly with employees within VPR and elsewhere.
• Conducts administrative studies and analysis and submits prepared reports and correspondence for critical review, clearance, and concurrence by or signature of the Vice President, ensuring that such documents are responsive and conform to VPR and USU policy for adequacy of response. Brings inconsistencies to the attention of the Vice President and/or informs the writer of proposed clarifications or changes. Prepares some responses to letters dealing with sensitive issues for the Vice President’s signature. Such responses require unusual tact and thoughtfulness, as well as a comprehensive understanding of current policies and positions of VPR, USU, and DoD.
• Staffs, reviews, and synthesizes the views and comments of the VPR Vice President and the VPR Assistant Vice Presidents and other key senior managers/administrators in the development, revision and/or redirection of major USU plans and programs. Reviews directives, decision papers, staff papers, and other similar correspondence for the Vice President's review and approval. Assures appropriate staffing and coordination; consideration of all important and sensitive issues; consistency with the Vice President's policies, views, and interests; and conformance with spirit and intent of laws and regulations, and University charter and policy. Discusses problem areas with the originator and summarizes key points/issues for the Vice President.
• Coordinates the compilation of reference material from appropriate sources in preparation for Congressional hearings at which the Vice President is expected to appear and for meetings with the USU President, senior executives of DoD, government, and academia. Works closely and coordinates with other senior University and DoD executives and staff representatives in explaining, justifying, or obtaining approval of new or revised policies and procedures for conducting the business of the VPR.
• Directs the long-range planning for public appearances by the Vice President. Exercises a high level of judgment and initiative in conceptualizing and selecting a well-balanced program of appearances by the Vice President which enhances the stature and recognition of the University as a predominant institution of research. Arranges for representation by other VPR staff officials in those cases when it is deemed appropriate. Takes initiative to accept and decline invitations for the Vice President to attend various meetings, conferences, or speaking engagements. Briefs and advises the Vice President on complex, multi-faceted matters to be considered at meetings, conferences, etc., and provides appropriate background material, i.e., position papers, reports, etc., to be discussed. Upon request, attends meetings, with responsibility for following up to ensure that questions or problems raised during the meetings are addressed or resolved. Anticipating the Vice President’s needs, prepares directives, compiles materials, prioritizes items of importance to coordinate his/her work efforts.
• Meets with VPR management/administrators and other key personnel to obtain or exchange information relevant to the numerous areas of interest and relevance to the Vice President. Screens all calls and visitors to the office, handling most issues and concerns, assuring that the Vice President’s time is preserved only for those issues which require his/her personal attention. Obtains and maintains collections of materials to provide the Vice President ready access to projects or programs of special interest.

Required Knowledge, Skills and Abilities

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  Comprehensive and seasoned knowledge of the VPRs mission and functions, its policies, regulations, procedures, etc, and of the substantive programs of USU and their functional interrelationships, of the organizations and components that make up the University, and of education and research management and administration to provide high level insight and analysis in the continuous programs improvement process, long-range strategic planning, day-to-day requirements, etc.
• Comprehensive knowledge of current and past policies, programs, and practices including Congressional, DoD, and public issues and concerns to assure effective development, continuance, or redirection of major VPR programs and plans which involve broad, highly complex and controversial facts and questions.
• Ability to assimilate complex documents of a multi-disciplinary nature quickly with a high degree of comprehension to plan and conduct studies, report on progress of major studies affecting the University, synthesize numerous viewpoints to develop and/recommend a single University view, and effectively advise the Vice President.
• Ability to meet and deal effectively with others and exert a positive influence though strong differences of opinion may exist through effective oral and written communication.
• Skill in writing to produce analytical reports, staff reports, executive summaries, information papers, point papers, etc.
• Skill in oral communication to interact with all personnel regarding the business of the VPR. Ability to be verbally persuasive and garner support on issues important to the Vice President.
• Comprehensive knowledge of the Vice President’s views on issues and preferences so as to handle all routine and non-critical issues on his/her own ability.
• Works under the administration direction of the Vice President for Research, or designee, who makes assignments in terms of broad functions and areas of responsibility. The employee exercises considerable latitude and professional judgment in determining, planning, and carrying out assignments. Much of the employee's work is self-generated based on the intimate knowledge of the Vice President's policies, plans and viewpoints. Work is considered authoritative and is evaluated in terms of compliance with broad policy and responsiveness to the needs of the Vice President.

Physical Capabilities

• Ability to stand or sit at a computer for prolonged periods.

• This position will take place primarily in an office setting.

Education and Experience

• Associates Degree.
• Minimum of 9-10 years experience is required.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.