TITLE Executive Assistant II
CLASSIFICATION NUMBER 3425
IMMEDIATE SUPERVISOR Academic Dean
MAJOR ADMINISTRATOR Varies
The Executive Assistant II relieves the Dean of operational and administrative details and performs diverse and responsible administrative assistant functions that require contact with senior administrators, executives, directors, department heads, and other officials and a thorough knowledge of University policies, procedures and operations. The Executive Assistant II exercises initiative and judgment in supervising and managing daily office activities, programs, and projects, discretion in the dissemination of information to faculty, students, staff and the various publics served by the University, and coordination with subordinate administrative units of the University.
Education/Experience: A high school diploma or the equivalent and four years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
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. Must have the ability to maintain cost center financial records and accounts and prepare complex financial reports. Keyboarding skills with speeds of at least 50 wpm are required. A working knowledge of word processing and spreadsheet applications is required. Must have 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. Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations.
Effort: Administrative support positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Administrative support positions require frequent keyboarding. Some positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.
1. Relieves the Dean of operational and administrative details by planning and coordinating the implementation of policies and decisions, composing interpretive and/or directive correspondence, recommending changes in policies or procedures, and making administrative decisions on behalf of the Dean when appropriate and within established guidelines or policy.
2. Receives and greets University employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
3. Serves as a liaison between the Dean and subordinate administrators by communicating and/or interpreting policy, planning decisions, and related information or documents affecting the subordinate administrative units within guidance from the Dean.
4. Exchanges information on behalf of the Dean with peers, the Provost and/or Vice Presidents, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.
5. Handles sensitive issues by listening and gathering information about concerns expressed by parents, students, staff, faculty, donors, members of the community, elected officials, federal, state, or local officials, etc., gathering additional information, determining possible solutions or referring the issue to the appropriate person, verifying that the issue has been addressed satisfactorily, and informing the Dean when appropriate.
6. 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.
7. Maintains an appointment calendar for the Dean, 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.
8. Coordinates processes involving input from or accountability of subordinate departments by using the academic calendar to plan projects and organize recurring processes, such as promotion and tenure, coordinating the scholastic action process in a college, researching and gathering information needed for accreditation applications and reports, etc.
9. Develops and manages the office’s operating accounts by determining the proper method to purchase required products or services, maintaining financial records, reconciling invoices to Financial Services reports, producing financial reports and summaries, making recommendations regarding expenditures, and completing budget transfers as directed.
10. May coordinate financial reporting of programs or various accounts by collecting required financial information and providing it to the supervisor or performing appropriate analysis and preparing reports for the senior executive.
11. 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.
12. Ensures that correspondence as well as standard documents and forms are correct and prepared properly by proofreading and reviewing all outgoing correspondence for correctness.
13. 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.
14. 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.
15. 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.
16. 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.
17. Manages a complex filing system of paper and electronic records by organizing the system, creating files and records as necessary using judgment and knowledge of legal and office requirements, maintaining the filing systems, purging files, determining other forms of storage or destroying files, and retrieving files and documents as needed.
18. 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.
19. Develops a competent and effective office support staff by interviewing and recommending qualified applicants (including student workers) for hire, providing training on departmental procedures and policies, making appropriate work assignments, supervising work activities, and evaluating work performance.
20. Remains competent and current by attending professional development courses, software training classes, and attending training and/or courses as directed by the supervisor.
21. Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the Dean.
The Executive Assistant II is supervised by the Dean and may supervise or provide functional guidance to subordinate employees.
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to 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, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.
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 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
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.