Under general supervision, provides executive level secretarial and
administrative assistance to a key executive or official as designated
by the institution. Incumbents regularly handle matters of a highly
confidential or sensitive nature. Level allocation is based on
criteria as established by the institution.
1. Prepares and revises manuscripts, correspondence, charts, forms,
and other material from copy or notes created by others using
typewriter and/or automated office equipment. Proofreads
2. Composes replies to general inquiries requiring comprehensive
program knowledge. Signs important correspondence frequently
without instruction or review.
3. Reads and edits outgoing correspondence for procedural,
typographical and grammatical accuracy with general policy and
factual correctness. Corrects and calls deviations or
inadequacies to writer's attention as deemed appropriate.
4. Exercises independent judgement and initiative in establishing
and revising complex and sensitive filing systems. Enters,
updates, and retrieves information stored in files and databases;
customizes special reports.
5. Researches, analyzes and summarizes information and source
materials for reports independently and communicates findings
orally and in writing.
6. Receives and reads incoming correspondence and information.
Summarizes and prioritizes review of correspondence. Screens out
items to be handled personally and forwards remainder with
necessary background materials.
7. Receives and screens telephone calls and visitors. Independently
handles procedural and substantive matters and inquiries which do
not require technical knowledge or refers callers to others as
8. Schedules appointments and engagements without prior clearance.
Makes arrangements and coordinates all details for meetings.
Assures that executive is fully briefed before meetings on
matters to be considered. May attend meetings and prepare notes.
9. Makes all necessary arrangements for travel and independently
performs required administrative follow-up and recordkeeping.
10. Oversees office operations, ensures equipment, materials, and
space are used efficiently and effectively. Assists in preparing
and administering departmental budget.
11. Acts as intermediary for executive, interacting with officials,
staff at all levels, and the public. Provides information
requiring comprehensive knowledge of institution policies,
procedures, and special issues.
12. Anticipates executive's course of action when absent and
facilitates problem resolution. Interprets administrative
decisions and policies to other staff and transmits directions
and instructions based on authority delegated by the executive.
13. Ensures confidentiality of information. Provides guidance and
instruction of office support staff.
14. Supports office by using automated equipment such as facsimile
machines, personal and networked computers and printers, copy
equipment, voice messaging and electronic mail systems, and
Note: The intent of this list of primary duties is to provide a
representative summary of the major duties and responsibilities of
this job. Incumbents perform other related duties assigned. Specific
duties and responsibilities may vary based upon departmental needs.
EDUCATION: Associate of Arts degree in secretarial science.
EXPERIENCE: Six years secretarial experience, two years of which was
providing primary secretarial support to a key administrator.
OTHER: Applicants may be required to complete the institution's required
skills assessment to be considered. Some positions require specific skills such
as word processing, spreadsheet, presentation, database, email or calendaring
software, and Internet proficiency.
Comprehensive knowledge of and skill in the application of office
practices, procedures, and equipment; of business english, spelling,
grammar, and arithmetic; of UMS policies and procedures and the
institution's purpose, goals, and procedures. General knowledge of
and skill in the use of word processing, database, and spreadsheet
software to produce documents and maintain information. Skill in
composing a variety of correspondence; in operating manual and
automated office equipment; in managing filing systems; in gathering
and summarizing information; in maintaining confidentiality and
handling sensitive matters with discretion and tact; in interacting
with students, public officials and staff at all levels in a courteous
and efficient manner; in planning, organizing, prioritizing and
executing complicated and continuing assignments without instruction.
Ability to communicate effectively both orally and in writing; to
understand and follow oral and written instructions; to project a
professional and positive image of the institution; to make effective
oral presentations; to supervise office operations and staff.
OTHER: Except for qualifications established by law, additional
related experience and formal education in which one has gained the
knowledge, skills, and abilities required for full performance of the
work of the job class may be substituted for the education or
experience requirement on a year-for-year basis with 30 college
credits being equivalent to one year of experience.
CONDITIONS OF EMPLOYMENT