Salaried staff position descriptions

Back to Salaried staff position list   EXECUTIVE SECRETARY (S6)  FLSA Status: Nonexempt Revised July 1, 1999 NATURE OF JOB: Under general supervision of a high-level administrator, performs complex secretarial and administrative duties. The principal emphasis is on handling and preparing sensitive information, files and policy-related matters of a highly confidential nature requiring the utmost discretion and tact in guarding confidentiality. May supervise or guide the activities of other unit personnel. A high level of independent judgment, initiative and problem-solving skills are required. EXAMPLES OF WORK: Depending on divisional assignment, the following are typical examples of work: * Takes and transcribes dictation and/or prepares and composes routine and difficult or nonroutine and technical letters, articles, memoranda, etc. involving administrative, academic, financial, mathematical, scientific or other specialized terminology which may include Greek letters and symbols, equations, formulas or numerical data;  * Prepares administrative forms, correspondence or nonroutine reports which may contain confidential information;  * Ensures compliance with policies and procedures; * Coordinates scheduling for appointments, meetings, conferences, lectures, etc.; makes travel arrangements; confirms appointments and/or reservations as required;  * Receives and screens calls, mail and visitors; responds to inquiries and initiates fact-finding to resolve issues of a nonroutine nature;  * Handles sensitive issues; exercises independent judgment in critical or urgent situations; determines which issues to bring to the supervisor’s attention and communicates them appropriately;  * Manages personnel-related processes; establishes and organizes records maintenance and office filing systems including confidential personnel documents such as faculty evaluations and dossiers;  * Provides in-depth analysis of financial information and evaluates expenditures; suggests reallocation of funds among specific cost categories for projected annual budget;  * Manipulates, extracts, and analyzes complex data for nonroutine reports; prepares highly confidential reports;  * Attends departmental staff meetings; makes presentations regarding new office policies and procedures;  * Develops and/or initiates new office forms and procedures;  * May supervise office personnel including recommendations regarding employment and termination decisions for salaried staff;  * Performs other related duties as assigned.  EDUCATION, EXPERIENCE AND ABILITIES: Requires a minimum of a high school diploma or GED with four years of increasingly responsible secretarial experience. Additional secretarial training or related education may be substituted for required experience. Associate's degree or equivalent course work in business administration or related field preferred. University experience is desirable. Requires extensive knowledge of office practices and procedures; knowledge of the principles and practices of office management; ability to handle multiple assignments concurrently, analyze and interpret data, make independent decisions in keeping with level of the position, plan, assign, review and evaluate the work of other personnel; demonstrated ability to use advanced techniques in spreadsheet, database and presentation software; and the ability to communicate effectively and interact well with people of all ages and diverse backgrounds. Knowledge of the principles and practices of general administration and organization preferred. SPECIAL REQUIREMENTS: Must be able to pass typing test.   The EXAMPLES OF WORK are not intended to be an exhaustive list of all responsibilities and duties assigned to this position.

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