3551 Executive Assistant to the President

POSITION IDENTIFICATION

TITLE Executive Assistant to the President

CLASSIFICATION NUMBER 3551

GRADE 18

CLASSIFICATION Exempt                            

IMMEDIATE SUPERVISOR President

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Executive Assistant to the President relieves the President of operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University's role within the community. The Executive Assistant to the President has recurring contact with members of the Board of Governors, senior administrators and executives, public and private officials, the media, students, and parents.  The Executive Assistant to the President exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities.  The Executive Assistant to the President uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the University and coordinates activities with several major subordinate administrative units of the University.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree, preferably in a business-related field, is required.

Experience: At least five years of increasingly responsible secretarial or administrative experience is required which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis.

Skills:  Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.  A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required.  Must be adept at consistently multitasking while accurately attending to detail. Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software.  Excellent organizational skills are required.  Must be able to work independently, use initiative, and make substantive decisions quickly.    The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

1. Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.

2. Promotes a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials),  providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.

3. Serves as a liaison between the President and other University administrators, members of the Board of Governors, public and private officials, various boards, faculty, staff, students, and the various publics served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information and providing information to the President, and representing the President’s Office on select University and civic committees.

4. Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, file, and similar confidential items.

5. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. 

6. Assists the President in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the president’s signature.

7. Facilitates the effective planning and organization of Board of Governor’s meetings by assuming responsibility for the development and timely availability of agendas for the Board of Governor’s meetings, collecting documentation and compiling the Board Agenda, posting the agendas and supporting documentation on the web, and acting as event coordinator for Board meetings held outside Springfield.

8. Coordinates with the administrative assistants of members of the Board of Governor’s Executive Committee to post agendas for Executive Committee meetings.

9. Acts as the liaison for members of the Board of Governors by answering their questions, directing them to the appropriate administrator for more information and making travel arrangements, hotel accommodations, and event reservations for them.

10. Serves as event coordinator for various functions of the President’s Office including the Emeriti Dinner, Wall of Fame Induction Ceremony, President’s Holiday Open House, All-faculty Luncheon, Staff Awards Breakfast and Luncheon, and Homecoming Luncheon honoring former Board members.

11. Serves a liaison between the President and Administrative Council and assists in developing and distributing weekly Administrative Council agendas to Administrative Council members and their administrative assistants.

12. Facilitates the work of the Office of the President by distributing and keeping accurate records of complementary tickets for various events and designing and distributing Presidential parking passes to emeriti, foundation members, and selected individuals.

13. Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers, including the Board of Governors.

14. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.

15. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. 

16. Assists with development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers, and verifying and approving all international travel for the University.

17. Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies,  advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.

18. Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.

19. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

20. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President.

21. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

SUPERVISION

The Executive Assistant to the President is supervised by the President and supervises student workers and part-time employees.

OFFICE OF HUMAN RESOURCES

REVISED SEPTEMBER 2014

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 10 - 2180 Points: A combination of education and experience equivalent to a Level 10 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 5 - 580 Points: Advanced skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes are required.

Factor 3: Responsibility for the Work of Others

Level 3 - 60 Points: Supervision of one student or part-time worker or graduate assistant, where the nature of supervision is largely confined to scheduling and assigning tasks and reviewing completed work. The incumbent may provide input into the staffing and evaluation processes, but the final decisions are made by other supervisors. The incumbent does not perform a full range of supervisory activities and spends relatively little time performing supervisory functions.

Factor 4: Guidelines

Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.

Factor 5: Contacts

Level 6 - 525 Points: Contacts may involve regular interaction with senior executives other than one's supervisor, officials from government entities, elected officials, members of the media, etc. which require exercise of independent judgment and discretion in communicating information on behalf of the supervisor. Contacts with others may involve the communication of sensitive or confidential information to others with a need to know, as well as the obligation to maintain confidentiality of sensitive information obtained during the course of one's job.

Factor 6: Work Impact

Level 5 - 700 Points: Work activities address conventional problems or situations with established methods supply departments, programs, classes, or units with information, services, or products they use to perform their work and allows departments, programs, or units to function properly. Work products or services directly impact the operation, accuracy, reliability, acceptability, or design of programs, systems, or equipment that affects the operation of individual departments or units. Work activities directly affect the services or products provided by the department, unit, or program, the welfare of staff, students, or others that use the services or products of the department, program, or unit, or the reputation of the department, program, or unit.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.