Executive Administrative Assistant to the President

The South Dakota State University Office of the President is looking for a professional and motivated Executive Administrative Assistant.  Under the direction of the Chief of Staff, this position provides high level, confidential administrative support. This position assures that the office operates efficiently and effectively with the highest level of confidentiality, integrity, and customer service.

 

Must be authorized to work in the U.S. Sponsorship is not available for this position.

 

SDSU is especially interested in candidates that can contribute to the experiences of underrepresented minorities in organizations. Women, minorities, veterans, and people with disabilities are especially encouraged to apply.

 Calendar and schedule management:

* Provide day-to-day management of the President’s executive calendar, in consultation with the Chief of Staff, determining the priority and adjustment of meeting requests;

* Handle complex scheduling requests including multiple attendees, room reservations, catering, visitor parking, technology set-up, and communications;

* Proactively seek background materials in advance of meetings to ensure the President’s preparedness;

* Facilitate efficient and effective official travel by making travel arrangements and preparing detailed itineraries and documentation; and 

* Anticipate issues before they arise and proactively enact solutions.

 

Communications:

* Research and assist with drafting presentations, itineraries, agendas, and various confidential correspondence;
* Identify documents requiring immediate attention and/or forward requests to appropriate staff or other departments;

* Review and prepare documents in preparation for signature;

* Maintain and update filing system to assure appropriate actions are being taken or follow-up is being done within areas of responsibility; and

* Compile, screen, organize, and prioritize the President’s mail for daily review and action.

 

Office file organization & oversight:  

* Maintain a complex record and filing system including those of confidential and restricted nature;

* Update files and records and determine retention and purge schedules; and

* Retrieve files and documents as requested.  

 

Administration and office management:

* Monitor, direct, and evaluate office practices, systems, processes, and procedures to develop and facilitate efficient and effective goals and objectives;

* Maintain and update contacts and membership lists;

* Support the President’s role on a variety of local, regional, and national boards and/or councils; 

* Professionally handle incoming phone and in-office traffic;

* Manage all administrative functions, independently exercise judgment and discretion while applying policies and procedures set forth by South Dakota State University and South Dakota Board of Regents;

* Assist with a variety of high-level hospitality functions;

* Review and track internal and external mail;

* Monitor office expenditures, budget, and payroll functions;

* Maintain office supply inventory;

* Provide backup and assistance for other departments or administrative offices as needed; and

* Contribute to the overall success of the University by performing other essential duties and responsibilities as assigned.

 

* High School diploma and six years of progressively responsible administrative/office management experience; or earned Associate’s degree in Secretarial Science, Business Administration, or a related discipline and four years of progressively responsible administrative/office management experience; or a completed bachelor’s degree; or equivalent combination of training and experience; 

* Strong verbal, written and interpersonal communication skills;

* Excellent organizational skills;

* Adeptness with multitasking;

* Proficiency with Microsoft Office Suite;

* Ability to work independently and manage time effectively;

* Ability to maintain confidentiality always;

* Ability to exercise judgment and discretion in establishing, interpreting, and applying a wide range of administrative procedures and projects;

* Ability to establish and maintain effective and positive working relationships with colleagues at all levels of the organization, as well as internal and external constituents, and the public;

* Excellent attention to detail; and 
* Willingness to perform all work in the spirit of SDSU’s core values (people-centered, creativity, integrity, diversity, and excellence). 

* At least five year’s of previous experience in providing extensive administrative support;

* Experience working in a university setting; and

* Experience handling highly confidential and sensitive information.

 

South Dakota State University offers a wide range of benefits including medical, dental, and flexible benefits, retirement plans, compensation packages, paid holidays, and vacation leave.  Employees also have access to internal and state-sponsored training as well as reduced tuition for state-supported courses at all State of South Dakota academic institutions.

 
APPLICATION PROCESS:

 This system will guide you through the electronic application form. This employment site will also require the attachment of a cover letter, which should specifically address how the candidate meets the qualifications as outlined in the advertisement, resume, and a reference page with the contact information for three professional references.  Email applications will not be accepted.  Please contact SDSU Human Resources at (605) 688-4128 if you require assistance with this process.  

 

Any offer of employment is contingent on the university’s verification of credentials and other information required by law and/or university policies, including but not limited to, successful completion of a criminal background check.   

 

South Dakota State University is a tobacco free environment.   

 

It is the policy of the University to maintain a drug-free environment and to thereby establish, promote, and maintain a safe and healthy working and learning environment for employees and students.  This position is subject to South Dakota State University’s Drug and Alcohol Testing Policy 4:14.  

8:00 – 5:00 every weekday.

South Dakota State University is the state’s largest, most comprehensive university with more than 200 programs and an enrollment of approximately 12,000 students.

 SDSU offers a rich academic experience in an environment of inclusion and access through inspired, student-centered education, creative activities and research, innovation and engagement that improve the quality of life in South Dakota, the region, the nation, and the world. Its employees embrace the university’s core values of being people-centered, expanding knowledge through creativity, embracing organizational and personal integrity, commitment to diversity, and excellence through continuous improvement.

 

As the state’s 1862 Morrill Act land-grant institution, the work of the university is carried out on its main resident campus in Brookings, at sites in Sioux Falls, Pierre, Rapid City, and Aberdeen, and through Extension offices and Agricultural Experiment Station research sites across South Dakota.

 

SDSU was recognized as one of 54 institutions in the United States as an Innovation and Economic Prosperity University by the Association of Public and Land-Grant Universities in 2014. The university’s total research expenditures are greater than $60 million. SDSU is the state’s first High Research Activity institution as classified by the Carnegie Foundation for the Advancement of Teaching.

 

Jackrabbits Athletics competes as an NCAA Division I member with membership in the Missouri Valley Football Conference, the Summit League and the Big XII for wrestling. 

 

Brookings is home to approximately 24,000 residents and is located 60 miles north of Sioux Falls and 200 miles west of Minneapolis. Livability.com rates Brookings as an ideal community for families, students, young professionals, and retirees. It considers Brookings among the safest and most vibrant cities in South Dakota.

 

The Brookings Public School District educates approximately 3,300 K-12 students and ranks among the state’s highest academic achieving school districts. The district includes three elementary schools, an intermediate school for fourth and fifth grade, one middle school and a high school.

 

The city also boasts an abundance of attractions and activities, including the Children’s Museum of South Dakota, Dakota Nature Park, South Dakota Art Museum, McCrory Gardens, South Dakota Agricultural Heritage Museum, Outdoor Adventure Center, and the Brookings Summer Arts Festival.

South Dakota State University is committed to affirmative action, equal opportunity and the diversity of its faculty, staff, and students. Women, minorities, veterans, and people with disabilities are encouraged to apply. Arrangements for accommodations required by disabilities can be made by emailing HR@sdstate.edu. SDSU prohibits discrimination on the basis of race, color, creed, religion, national origin, citizenship, ancestry, gender, marital status, pregnancy, sexual orientation, age, disability, veteran’s status, or any other protected class in the offering of all educational programs and employment opportunities. Individuals with concerns regarding discrimination should contact: Equal Opportunity Officer/Title IX Coordinator, Human Resources, Morrill Hall 100, SDSU, Brookings, SD 57007. Phone: (605) 688-4128.

We are committed to diversity of community and ideas. We believe in a supportive, diverse, collaborative, and cohesive environment with a focus on access. We actively seek collaboration with individuals with differing perspectives, backgrounds, and areas of expertise.

For questions on the position, contact Jamison Lamp at 688-6790 or e-mail at Jamison.lamp@sdstate.edu..