Under limited supervision, provides executive level administrative and
System (UMS). Incumbent regularly handles matters of a highly
confidential or sensitive nature. An employee in this classification
is responsible for initiating and coordinating clerical, secretarial,
and administrative functions required to implement and support the
policies and programs of the Chancellor and the Board of Regents
1. Coordinates and controls the daily and long range schedule of the
Chancellor and the Chair of the Board of Regents.
2. Receives and processes to the next supervisory level all
communications that enter the Office of the Chancellor. Screens
out items to be handled personally.
3. Independently composes correspondence and reports containing
decisions which tend to establish precedents and which may commit
a unit to a course of action. Signs correspondence on behalf of
the Chancellor and the Chair of the BOR.
4. Distributes material, correspondence or reports through a variety
of communication media using available information technology,
including frequent use of the Internet.
5. Polls Chancellor's Council and BOR members by telephone and
summarizes information for the Chancellor.
6. Interprets and provides information on policies, procedures, and
special issues as established by the Chancellor and the BOR. Acts
as intermediary for the Chancellor, interacting with officials,
staff at all levels, and the public.
7. Arranges and participates in conference and committee meetings.
Assures that the Chancellor is fully briefed before meetings on
matters to be considered. May prepare notes at meetings.
8. Compiles data based on research techniques and on statistical
analysis. Drafts financial, statistical, narrative, and other
reports as required.
9. Assists in preparing and administering departmental budget.
10. Establishes and assures implementation of office procedures which
implement operational policies, including establishing and
revising complex and sensitive filing systems.
11. Orients and trains other clerical employees. Interprets and
explains complex University policies, rules, regulations and
procedures to them.
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: Ten years of secretarial experience, preferably including
budgetary and supervisory responsibilities; five years of which must
have included working as the principal personal assistant to a chief
executive officer and requiring multiple and varied contacts with
other high ranking officials.
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.
Thorough knowledge of the functions, policies and procedures,
organizations, and governing laws and regulations of the UMS; of
modern office automation practices, procedures and equipment, and use
of personal computer applications to ensure maximum office operational
efficiency; of principles of office management and supervision; of
standard records maintenance procedures; of basic budgeting and
familiarity with the principles and practices of bookkeeping. Skill in
composing a variety of correspondence following general instructions
and without review. Ability to communicate effectively both orally and
in writing; to react flexibly and effectively to constantly shifting
demands; to exercise independent judgement and decision making in the
absence of direct supervision, in accordance with laws, rules, and
regulations; to apply University System policy to daily work problems;
to independently prioritize office work, and adjust to priorities on
short notice; to exercise good judgement, courtesy tact, and diplomacy
in all communications at all levels, in giving and obtaining
information, and in making proper disposition of problems; to
interface with a wide range of complex personalities to include
officials from both the private and public sectors; to establish and
maintain effective working relationships with superiors, subordinates,
associates, and the general public; to keep involved and complex
clerical records; to prepare accurate reports from various statistical
or accounting information; to work independently on complex and
confidential clerical or administrative tasks; 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
Weekend and overtime work may be required.