TITLE Executive Assistant IV
CLASSIFICATION NUMBER 3475
IMMEDIATE SUPERVISOR Provost, Vice President, CFO, Chief of Staff, Chancellor
MAJOR ADMINISTRATOR President
The Executive Assistant IV relieves a senior executive of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative assistant and office management functions that require recurring contact with senior administrators and executives and public and private officials, a thorough knowledge of University policies, procedures and operations, and an understanding of the University's role within the community. The Executive Assistant IV exercises initiative and independent judgment in supervising and managing daily office, unit, and division activities, programs, and projects and discretion in the dissemination of information to faculty, students, staff and the various publics served by the University. The Executive Assistant IV provides direction to subordinate units and departments and represents the division in coordinating events, processes, and projects with the major units of the University. The Executive Assistant IV develops, organizes, and independently administers programs or complex processes requiring an in-depth understanding of the program or process and utilizing knowledge of applicable University, federal, or state regulations and best practices associated with the program the program or process. The Executive Assistant IV exercises initiative in coordinating with others as needed to achieve desired outcomes, provides reliable and authoritative information, reports, and recommendations, evaluates various approaches to completing projects, develops tools and utilizes available resources to achieve desired outcomes, exercises independent judgment to make decisions, and assures effective communication with stakeholders.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: At least forty-eight hours of college credit and five 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: Excellent verbal and written communication skills are required; excellent 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. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require frequent keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Relieves the senior executive of operational and administrative details by planning and coordinating the implementation of policies and decisions, attending senior staff meetings and coordinating the response to unit-wide reporting requirements such as performance evaluations and budget development, managing personnel, budgetary, facility, and equipment resources affecting subordinate administrative units, performing or delegating secretarial, clerical and office management functions, composing interpretive and/or directive correspondence, recommending changes in policies or procedures, and making administrative decisions on behalf of the senior executive 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 senior executive 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 senior executive.
4. Exchanges information on behalf of the senior executive with peers, the President, 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 senior executive 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 senior executive, 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. Oversees and manages programs, projects, or other independent responsibilities such as planning high profile events, developing, organizing, and independently administering programs or complex processes, representing the division and the University at public events, overseeing and coordinating the reporting of information from subordinate units, managing daily office, unit, and division activities, programs, and projects, advising subordinate units regarding policy and precedent, coordinating events, processes, and projects with the major units of the University, serving on committees in place of the senior executive as a full and active member, etc.
9. Develops and manages the office’s operational 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 subordinate units 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 senior executive 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 through self-directed professional reading, developing professional contact with colleagues, attending professional development seminars, and attending training and/or courses as directed by the senior executive.
21. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
22. Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the senior executive.
The Executive Assistant IV is supervised by the senior executive, supervises subordinate staff, and provides guidance to employees in subordinate units.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 9 - 1800 Points: A combination of education and experience equivalent to a Level 9 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 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 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.