POSITION IDENTIFICATION
TITLE Executive Assistant to the President
CLASSIFICATION NUMBER 3551
GRADE 18
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR President
GENERAL FUNCTION
The Executive Assistant to the President relieves the President of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative 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 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 activities, events, budgets, and projects. The Executive Assistant to the President provides direction to subordinate units and departments, and represents the division in coordinating events, processes, and projects with major units of the University. 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/Experience: At least forty-eight hours of college credit and five years of increasingly responsible secretarial or administrative support 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. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
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. Attention to detail is required. Adeptness with multitasking is required. 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 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 the 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. Serves as 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.
8. Serves as event coordinator and 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.
9. 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.
10. Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgement to make decisions, and assuring effective communication with stakeholders.
11. Facilitates the work of the Office of the President by keeping contact lists updated for large mailings, compiling an annual university wide memberships report, distributing and keeping accurate records of complementary tickets for various events, and ordering and distributing Presidential parking passes to emeriti and selected individuals.
12. 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.
13. 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, using advanced computer and coordinating with others.
14. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
15. 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.
16. 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.
17. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
18. 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.
19. 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 and provides guidance to employees in subordinate units.
OFFICE OF HUMAN RESOURCES
REVISED AUGUST 2022
