Job Category: Exempt

PCLS: 30007

Salary Grade: F

Summary

Incumbents in the Assistant to an Executive position provide high-level administrative support to an executive. Their role is critical in facilitating the efficient functioning of the executive’s office and ensuring smooth communication between the executive and the various stakeholders. Key responsibilities include supervising office staff, screening and prioritizing the executive’s appointments, and playing a crucial role in helping the executive manage their time effectively and focus on strategic priorities. 

Reporting and Supervisory Responsibilities

Must supervise at least two full-time employees or four part-time employees. Typically reports to a Dean or Vice President.

Typical Functions

1. Supervise the work of administrative staff, providing guidance, training, and support as needed. May assign tasks, monitor progress, and ensure that work is completed accurately and efficiently.
2. Responsible for managing the flow of work within the office, ensuring that tasks are prioritized appropriately, and deadlines are met. This may involve coordinating schedules, delegating responsibilities, and resolving any issues that arise.
3. Perform office duties, including answering phones, directing calls to appropriate parties, managing calendars, etc.
4. Screen inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings.
5. Serve as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the office. 
6. Responsible for managing office budgets and approving purchases within budgetary constraints.
7. Ensure that the office operates in compliance with relevant laws, regulations, and USU policies, particularly in areas such as data protection, health and safety, and FERPA laws. 
8. Assist with the recruiting and hiring of new staff, conducting performance evaluations, and addressing disciplinary issues that arise.
9. May track faculty tenure and promotion processes.
10. May plan and execute large events such as banquets, receptions, and retreats.

Knowledge, Skills, and Abilities

1. Skilled with computer programs, including spreadsheets, relational databases, statistical packages, presentation software, and graphic packages.
2. Excellent critical thinking skills.
3. Skilled in creative problem solving.
4. Skilled with basic office equipment, including printers, copiers, and telephone systems.
5. Good organizational skills.
6. Strong verbal and written communication skills.
7. Ability to handle sensitive and confidential business data and personal information.
8. Ability to work without supervision.
9. Knowledge of University policies and procedures.
10. Effective customer service skills.

Minimum Qualifications

Vocational or technical training/associate degree in an office or business field plus a minimum of four years of related experience; or a bachelor’s degree in a related field plus two years of experience; or six years of experience is required.

Work Environment and Physical Requirements

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  Incumbents are regularly required to sit and often use repetitive hand motions. Incumbents are frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

Disclaimer

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.