Kentucky: Council on Postsecondary Education

Administrative Professional II

Title of Position: Administrative Professional II

Type of Position: Full time non-merit employee with state benefits

Starting Date: Open until filled, 1st review of submissions November 27, 2012

Compensation: Salary commensurate with experience

This position will report directly to the Senior Vice President for Budget, Policy, and Planning. The Administrative Professional II will support the calendaring, communication, report assimilations, provide research, and perform other operational and administrative duties for the Senior Vice President, as well as other staff members. The Budget, Policy and Planning unit is largely responsible for the Council’s new strategic agenda implementation. The Administrative Professional will work with teams of CPE and institutional staff to track the progress toward 2015 goals.

Duties and Responsibilities
  • Provide primary administrative support to the vice president for Budget, Policy and Planning (BPP) and assist in day-to-day operations of the BPP unit, which has 16 staff positions.
  • Manage and maintain vice president’s calendar by planning and scheduling in-house and outside meetings, teleconferences, conferences, and travel.
  • Prepare documentation and details for preparation of the vice president’s travel authorizations and reimbursements.
  • Provide administrative support to Council-sponsored conferences by assisting with planning the event; preparing and sending invitations; managing registration; preparing the agenda, conference materials, and name tags for conference packets; assisting with speaker arrangements; coordinating direct-bill rooming; attending the conference; summarizing the conference evaluations; and assisting with billing.
  • Assist vice president by reading, researching, routing, and tracking correspondence and in-house documents; drafting general correspondence; and providing historical reference to unit staff in routine matters and in vice president’s absence.
  • Manage BPP responses to the Governor’s constituent correspondence.
  • Produce correspondence, reports, memoranda of agreements, and other documents for vice president and unit staff by inputting, formatting, editing, proofing, retrieving, copying, and transmitting text and data with accuracy and efficiency, using Microsoft Word, Outlook, Excel, and PowerPoint.
  • Serve as primary support staff for specific BPP initiatives and work groups, such as the Council of Chief Budget Officers, Institutional Research Directors, the Kentucky Delivery Network, among others. This includes making meeting arrangements, preparing meeting materials, attending the meetings, and preparing minutes.
  • Manage unit’s production of Council agenda items by accurately, effectively, and efficiently producing, editing, proofing, routing, and preparing items for publication.
  • Manage academic affairs’ time sheet process: collect time sheets, review time sheets and leave reports for accuracy, procure proper signatures, and submit to the human resources office.
  • Review daily incoming mail for BPP, log the mail into a spreadsheet, and disseminate to proper staff or forward to appropriate office.
  • Represent the vice president and the agency to guests, other agency representatives, institutional faculty/staff, and the public—by phone, Email, or in person; answer or redirect inquiries; and track and follow-up on communications.
  • Create and maintain records, unit mailing lists, distribution lists, and agency lists in the Central Address File.
  • Initiate requests for information and data on vice president’s behalf; collect and collate such information; follow-up; and provide vice president with reports.
  • Track and monitor projects; reporting to vice president; advising vice president of unit and individual concerns as they arise; and developing liaisons with other unit, agency, and institutional administrative support .
  • Represent unit in agency committees and work groups.
  • Relieve front desk personnel for phone coverage on an as needed basis.
  • Maintain and update job knowledge by participating in educational opportunities, maintaining personal networks, and developing and nurturing liaisons with other executive/administrative support.
  • Respond to information requests and perform other duties as assigned.
  • Baccalaureate degree; may substitute a combination of an associate’s degree and/or work experience.
  • Must have three years of professional, administrative or business experience; may substitute additional education for years of experience;
  • Proficient software skills in Microsoft Word, Excel, Outlook, PowerPoint;
  • A mix of strong organizational, writing, and communication skills;
  • Strong interpersonal skills and a desire to work as part of a team and to interact with the higher education community;
  • The ability to prioritize competing demands in a changing, collaborative environment; and
  • Strong follow-through skills and attention to detail, especially under deadline pressures;
  • Experience with budgeting or financial data; or
  • Experience with higher education.
Contact Information

Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position; a resume; and, the names, titles, and contact information for at least three professional references to:

Rebecca Bowman, Human Resources
Kentucky Council on Postsecondary Education
1024 Capital Center Dr., Ste. 320
Frankfort, KY 40601

The Council on Postsecondary Education is an equal opportunity employer.


Last Updated 11/19/2012