3400 Executive Assistant I
TITLE Executive Assistant I
CLASSIFICATION NUMBER 3400
IMMEDIATE SUPERVISOR Dean, Associate Dean, or designee
MAJOR ADMINISTRATOR Varies
The Executive Assistant I serves as the second administrative support position in an academic Dean’s Office. The Executive Assistant I performs a variety of duties and responsibilities as assigned by the Dean, Associate Dean, other designated administrator, or Executive Assistant II.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Effective verbal and written communication skills are required; effective interpersonal and organizational skills are required. Supervisory skills and the ability to train, assign work, and review the work of full- and part-time employees and student workers are required. The ability to maintain cost center financial records and accounts and prepare complex financial reports is required. Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require frequent keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides administrative support for an academic Dean’s office, Associate Deans, or other administrators by providing a variety of services, which may include tracking the beginning and ending dates of grants, the award or non-award of grants, organizing, editing, and publishing college newsletters, coordinating various academic processes, such as the scholastic appeals process, Dean’s List letters, overloads, applications to degree programs, removing various encumbrances, screening curricular proposals against guidelines, etc., maintaining and using databases, and preparing and proofreading correspondence, reports, and other documents as requested.
2. May receive and greet University employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
3. Assures confidentiality of office administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and handling administrative records and files, personnel actions, performance evaluations, grade reports, merit, promotion, and tenure decisions, and similar confidential items.
4. Helps to maintain an appointment calendar for the Dean or other administrator, using judgment to determine which appointments should be expedited or rescheduled, preserving the best use of the senior executive’s time, and allowing the senior executive adequate preparation and travel time.
5. Coordinates the flow of incoming and outgoing information, correspondence, documents, and forms by overseeing or performing the processing, screening, and routing of materials and correspondence, creating new procedures as necessary, and determining the appropriate individuals, offices, departments, etc. for outgoing documents.
6. Ensures that correspondence as well as standard documents and forms are correct and prepared properly by proofreading and reviewing all outgoing correspondence for correctness.
7. Provides required or requested information and/or data for internal or external reports and records by researching departmental files and records, retrieving electronic data from files and databases, researching online sources, compiling information and/or tabulating statistics, and organizing and presenting the information in a useable and understandable format.
8. Prepares routine to complex correspondence, email, reports, forms, manuscripts, transcripts, and proofs for distribution, approval and/or mass mailing from machine or oral dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing), checking the documents for completeness and accuracy, and distributing the documents or submitting them to the supervisor or document originator for approval.
9. Facilitates the success of meetings or events by scheduling them with appropriate offices and agencies, reserving required facilities and equipment, advising/contacting participants, preparing agendas, handouts, and similar materials, using independent judgment regarding activity alternatives, modifications, or last-minute changes, and coordinating or providing assistance during the activities.
10. Facilitates efficient and cost effective official travel for the Dean and others (other staff, consultants, and official visitors) by making travel arrangements, hotel reservations, and preparing associated approval forms and expense reports for travelers.
11. Maintains a complex filing system of paper and electronic records by maintaining the filing systems, purging files, determining other forms of storage or destroying files, and retrieving files and documents as needed.
12. Performs office management responsibilities by assuring the proper accountability of University property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition by following maintenance instructions, making minor repairs of office machines, and arranging for repairs or services required to return the equipment to an operational condition.
13. Assists in the development of a competent and effective office support staff by interviewing, providing training on departmental procedures and policies, making appropriate work assignments, supervising work activities, and evaluating work performance.
14. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
15. Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the supervisor.
The Executive Assistant I is supervised by the Dean, Associate Dean, other designated administrator, or Executive Assistant III and may supervise or provide functional guidance to subordinate employees.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 3 - 220 Points: Considerable 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, and the ability to work independently and coordinate a variety of activities and events 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 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
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.