EIC is hiring an Executive Assistant to the Executive Director of Academic Programs
The Executive Assistant to the Executive Director of Academic Programs performs highly responsible, confidential, and complex administrative and managerial assignments
for the Executive Director of Academic Programs and relieves the Executive Director of Academic Programs of a variety of administrative and technical detail.
This position interacts with outside academic institutions, governmental agencies, the public, and the news media, as well as exercising a high level of independent judgment and discretion. This position is also part of the hiring unit, which is a distinguished unit of duties which are directly related to the hiring, research assignments, negotiations and employee/employer relations functions of the EICI offices.
Responsible for assigning, directing, and reviewing the work of other support personnel and when assigned, faculty and students, upon request of the VP of Academic Programs.
Support to Executive Director of Academic Programs
1. Manages office details by relieving the Vice President of Academic Programs of routine requests and matters
2. Serves as a member of the Vice President of Academic Programs committees; schedules and coordinates internal and external travel and conferences
3. Schedules, coordinates, trains, and directs the activities of clerical and other office personnel to maximize efficient workflow
4. Plans, coordinates, and attends regular meetings; prepares and distributes notices, agendas and supplementary materials
5. Schedules facilities and audio-visual equipment
6. Schedules interviews, creates job descriptions, screens application and performs background investigations
This position also creates and processes letters, newsletters, e-mails, and other documents independently for the Executive Director of Academic Programs; interprets and explains EICI office policies, programs, and legislative regulations; provides effective oral and written communication, and maintains relationships with the members of the EICI community, outside agencies, the public, and the news media; keeps the Vice President of Academic Programs apprised of potential problems and concerns; assists in preparing communication bulletins regarding organizational updates and activities; edits letters, annual reports, newsletters and any related publications.
The Executive Assistant to the Executive Director of Academic Programs is also responsible for technological communications. Competence in communicating technical, electro-mechanical, digital and sustainable development concepts in commercial, industrial, design, construction, operations and maintenance are desirable. A willingness to formally learn about new and emerging technical systems is required.
Budget Monitoring/Record Keeping
Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed; prepares purchase orders and supply requisitions; may monitor receipt of materials and invoices; processes mileage claims; oversees financial records for the EICI, making deposits and withdrawals, prepares annual financial report; maintains databases of people, items and actions; maintains official files of minutes, agendas and resolutions; maintains permanent, historical records of the EICI; maintains bylaws, policies and administrative rules and regulations database and files; coordinates filing of annual reports and presentations.
Performs Special projects as assigned by the Executive Director of Academic Programs; serves as secretary by planning, coordinating, and attending meetings; assists in coordinating EICI meetings; coordinates and facilitates quarterly meetings with the facility personnel and faculty; coordinates and attends advisory committees and DACUM events as needed; researches and compiles data for other projects as assigned.
Education, Training, and Experience
Any combination of education, training, and/or experience which demonstrates ability to perform the duties as described including extensive satisfactory experience at the administrative level, preferably in technical education environment; degrees in a technically-based management science or engineering management or a related field required.
Standard administrative procedures and office management technologies and techniques; correct English grammar, punctuation, spelling, and proofreading; record keeping and filing systems; general finance and accounting principles; standard office and classroom equipment and software applications; principles of research; effective telephone and other communication techniques.
Skill and Ability to:
Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures; prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents; communicate effectively, both verbally and in writing to school administrative staffs, outside agencies, the public, and news media demonstrating tact, and diplomacy; maintain confidentiality of privileged and sensitive information; lead and direct work of other clerical and office personnel and evaluate performance; set priorities, define tasks, schedule and coordinate activities and functions, develop procedures and complete assignments; exercise independent thinking and good judgment; demonstrate mathematical computational skills; operate a variety of office equipment including computer, fax machine, calculator and copier; interpret policies, administrative regulations and legislation, and accurately explain to others; establish and maintain effective file systems; perform research and compile information from a variety of sources; and maintain cooperative relationships with those contacted in the course of work assignments.
Willingness to work during evening hours to attend regular and special meetings and some travel.
For more detail contact me or send your resume and a cover letter as an attachment to:
Joseph J. Jacobsen, Ph.D.
Energy Innovation Center Institute, Inc.
4514 Plummer Street
Pittsburgh, PA 15201
Energy Innovation Center Institute, Inc. is an equal opportunity employer regardless of race, color, religion, creed, sex, marital status, national origin, disability, age, pregnancy, ancestry, veteran status, on-the-job injury, sexual orientation, political affiliation or belief. Employment decisions are made without consideration of these or any other factors that employers are prohibited by law from considering. Any discriminatory action can be a cause for disciplinary action.
Energy Innovation Center Institute, Inc. also prohibits discrimination against individuals with disabilities and will reasonably accommodate applicants with a disability, upon request, and will also ensure reasonable accommodation for employees with a disability.