Executive Assistant (20821)

Job ID: 5274

Position Vacancy Announcement

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

Responsibilities

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.

Recommended
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.

Pay Plan

This is an Administrative
and Professional (A&P) position.

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.

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 Self Service in iRattler. This search is being conducted under Florida law, including the Sunshine law and Public Records
law.

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.

Time Limited
Position

This position is “time-limited”. Time limited positions are funded by a contract or grant,
auxiliaries and local funds having a defined expiration date. Persons hired in such positions are eligible to attain permanent status with
the University but are not entitled to retention rights in the event of the expiration and/or non-renewal of the contract or
grant.