Executive Assistant

Position Vacancy Announcement: 

Florida A&M University is pleased to announce the acceptance of qualified applications for the Executive Assistant vacancy.

Requirements

This position provides advanced, confidential, and executive-level administrative and operational support to the Vice President and Director of Athletics; and assists with the overall coordination of the Department of Athletics. The Executive Assistant is responsible for coordinating and managing complex administrative functions, serving as a primary liaison between the Office of the Vice President/Director of Athletics and internal and external stakeholders, and supporting departmental operations in accordance with University, SWAC, and NCAA policies. This position plays a key role in ensuring effective communication, operational efficiency, and compliance support within the Department of Intercollegiate Athletics.

The incumbent exercises independent judgment, discretion, and initiative in managing sensitive matters and competing priorities in a highly visible, fast-paced environment; Provide comprehensive administrative support to the Vice President and Director of Athletics; Manage complex calendars, schedules, deadlines, and travel arrangements; Prepare, review, and maintain confidential correspondence, reports, presentations, and official records; Coordinate daily operations of the executive office to ensure priorities and deadlines are met; Maintain organized electronic and physical filing systems; Serve as the primary point of contact for coaches, staff, university leadership, conference officials, alumni, donors, and external partners; Screen, prioritize, and route communications to ensure timely responses; Draft correspondence and communications on behalf of the Vice President/Director of Athletics as appropriate; and, facilitate communication and coordination between Athletics leadership and campus departments.

Coordinate special projects and initiatives as assigned by the Vice President/Director of Athletics; Assist with planning and coordinating meetings, athletic department events, donor functions, press events, and special functions; Prepare agendas, briefing materials, presentations, and follow-up documentation; Track action items and project milestones; Assist with the preparation and submission of NCAA, SWAC, and institutional reports, including APR and NCAA certification materials; Support the maintenance of departmental policies and procedures to promote compliance; Coordinate with compliance personnel to ensure documentation is accurate and deadlines are met; Maintain confidentiality regarding compliance, personnel, and student-athlete matters.

Assist with monitoring budgets and expenditures for the Office of the Vice President/Director of Athletics; Review purchasing, travel, and reimbursement documentation for accuracy and policy compliance; Process financial documents in accordance with University and departmental procedures; Compile data and assist with financial and operational reporting; Serve as a liaison between the Office of the Vice President/Director of Athletics and internal/external entities; Support office workflow, professionalism, and customer service standards; and, perform other related duties as assigned in support of departmental and University objectives.
 

Minimum Qualifications

Bachelor's degree in appropriate area of specialization and five years of related experience; or master's degree and three years of related experience.

Position Vacancy Announcement: 

Florida A&M University is pleased to announce the acceptance of qualified applications for the Executive Assistant vacancy.

Requirements

This position provides advanced, confidential, and executive-level administrative and operational support to the Vice President and Director of Athletics; and assists with the overall coordination of the Department of Athletics. The Executive Assistant is responsible for coordinating and managing complex administrative functions, serving as a primary liaison between the Office of the Vice President/Director of Athletics and internal and external stakeholders, and supporting departmental operations in accordance with University, SWAC, and NCAA policies. This position plays a key role in ensuring effective communication, operational efficiency, and compliance support within the Department of Intercollegiate Athletics.

The incumbent exercises independent judgment, discretion, and initiative in managing sensitive matters and competing priorities in a highly visible, fast-paced environment; Provide comprehensive administrative support to the Vice President and Director of Athletics; Manage complex calendars, schedules, deadlines, and travel arrangements; Prepare, review, and maintain confidential correspondence, reports, presentations, and official records; Coordinate daily operations of the executive office to ensure priorities and deadlines are met; Maintain organized electronic and physical filing systems; Serve as the primary point of contact for coaches, staff, university leadership, conference officials, alumni, donors, and external partners; Screen, prioritize, and route communications to ensure timely responses; Draft correspondence and communications on behalf of the Vice President/Director of Athletics as appropriate; and, facilitate communication and coordination between Athletics leadership and campus departments.

Coordinate special projects and initiatives as assigned by the Vice President/Director of Athletics; Assist with planning and coordinating meetings, athletic department events, donor functions, press events, and special functions; Prepare agendas, briefing materials, presentations, and follow-up documentation; Track action items and project milestones; Assist with the preparation and submission of NCAA, SWAC, and institutional reports, including APR and NCAA certification materials; Support the maintenance of departmental policies and procedures to promote compliance; Coordinate with compliance personnel to ensure documentation is accurate and deadlines are met; Maintain confidentiality regarding compliance, personnel, and student-athlete matters.

Assist with monitoring budgets and expenditures for the Office of the Vice President/Director of Athletics; Review purchasing, travel, and reimbursement documentation for accuracy and policy compliance; Process financial documents in accordance with University and departmental procedures; Compile data and assist with financial and operational reporting; Serve as a liaison between the Office of the Vice President/Director of Athletics and internal/external entities; Support office workflow, professionalism, and customer service standards; and, perform other related duties as assigned in support of departmental and University objectives.
 

Minimum Qualifications

Bachelor's degree in appropriate area of specialization and five years of related experience; or master's degree and three years of related experience.
 

Competencies

Strong organizational, planning, and multitasking skills;

Excellent written and verbal communication skills;

Ability to exercise discretion and handle confidential information;

Ability to work independently and manage competing priorities;

Strong interpersonal skills and professional judgment;

Knowledge of administrative office practices and procedures;

Familiarity with NCAA and conference rules and reporting processes preferred;

Proficiency with Microsoft Office applications; and,

Experience with ARMS software and social media platforms is helpful.

Administrative and Professional and A&P Executive Service (A&P EX) positions are considered contractual. Terms and conditions are generally recognized by contract for a specific period of time or contracts renewed on an annual basis. Certain benefits, amount of leave, and notification of termination are exclusive to the pay plan.

In accordance with Florida Statute 112.219, relevant work experience may substitute for the required education: 4 years of experience in lieu of a Bachelor’s, or 6 years in lieu of a Master’s.

How to Apply:
Applicants are required to complete the online application with all applicable information. Applications must  include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Workday. This search is being conducted under Florida law, including the Sunshine law and Public Records law. 

Conditions of Employment: 
Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference  checks and verification of education. An official college transcript, a high school diploma, or other educational  documents must be submitted, where applicable, at the time of employment. 

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment.  Federal law requires proof of your authorization to work in the United States. You will be required to provide proof  of your identity and employment eligibility within three (3) days of employment. 

Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of  any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of  the U.S. Military Selective Service Act, during the person’s period of eligibility (ages 18 through 25). Additionally, if  currently employed by the State, this law prohibits the promotion of such person. You may be required to provide  documentation. 

Reasonable Accommodation: 
If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA),  please contact the Office of Equal Opportunity Programs at (850) 599-3076 at least ten (10) days prior to the start of  the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS (800)  955-8771. 

Equal Opportunity/Equal Access University:

Florida A&M University is an equal opportunity employer.

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