Job Category: Exempt

PCLS: 30120

Salary Grade: H

Summary

Incumbents in the Assistant to an Executive Senior position perform a variety of administrative support and/or secretarial duties in the direct support of a University President or Provost.

Reporting and Supervisory Responsibilities

The Assistant to an Executive reports to the President or Provost. This classification supervises a minimum of two full time employees or four part time employees. 

Typical Functions

1. Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, calendar management, and other general duties as assigned.
2. Screens inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings. 
3. Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies.
4. Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the office.
5. Composes and word-processes various standard documents, correspondence and reports.
6. Prepares agendas, coordinates meetings, and transcribes meeting minutes.
7. Maintains current personnel files.
8. Tracks faculty tenure and promotion processes.
9. Plans and executes events, including banquets, receptions, retreats, etc.
10. Assists with the hiring, training, and supervision of other office personnel.
11. Performs miscellaneous job-related duties as assigned.

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. Excellent customer service skills.

Minimum Qualifications

Ten years of experience; or vocational/technical training/associate degree in an office or business field plus eight years of related experience; or a bachelor’s degree in a related field plus 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.  The employee is regularly required to sit and often uses repetitive hand motions. The employee is 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.