|The Successful Candidate will:
Employee performs high level of administrative support to the executive director and leadership team of CIMA preparing reports, correspondence, presentation materials, making domestic and international travel arrangements; and maintaining appointment calendars.
Provides administrative support to the project managers, instructors, and other staff members who interface with the executive director; handles administrative details to assist in implementing grant and program activities, prepares and tracks program reports to various funding sponsors. Sets and tracks budgets for 3 - 6 events throughout the year, with a range of 10 – 100 guests, schedules event venues; makes and approves rental and catering contracts and other related arrangements for meetings, etc. Organizes and maintains filing and archiving. Periodically checks system/calendars for staff as needed to plan, implement, and monitor diverse program activities, including schedule of conferences and deadlines for proposal submission. Orders office and classroom supplies as needed.
Provides information to students, staff, funders, and other individuals who are culturally and linguistically diverse; relays complex and/or confidential data and important instructions by providing detailed information regarding university, college, and grant policies/procedures; routes callers/visitors to appropriate office/person/position. Responsible for maintaining good public relations with USDE, KSU faculty/staff, university students, public school teachers and administrators, faculty from other universities, and delegates from international funding organizations.
Makes international, national, and local travel arrangements for the executive director and staff members (i.e., schedules flights, prepares and submits registration forms, reserves lodging, files for reimbursements, etc.) in accordance with state guidelines. Provides a detailed travel itinerary for the executive director and staff members prior to their departure dates. Prepares travel vouchers and out-of-state travel requests on eforms; obtains approvals and signatures. Files and monitors reimbursements.
Works with study abroad coordinator to book airfare and make hotel reservations as needed, for the faculty/staff involved, as well as 15-20 students participating in travel abroad during the summer semester.
Hires, schedules, trains, and directs duties of 2–5 hourly students each semester.
ccountable for taking initiative , ensuring accuracy of work, and the efficacy/efficiency of actions in the position. Ensures that daily administrative issues are managed (until the job is done) for the ex ecutive director, so as to enable program/project planning, delivery, assessment, and reporting essential to the success of the organization.