General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant to the Dean |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | UNEX - Dean's Office - D01072 | Department Head | |
| Supervisor | Effective Date | 10/22/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. |
Department Custom Scope
| The Executive Assistant provides executive level coordination and administrative support to the Dean, manages the Dean's Office and represents the Dean and Office of the Dean in a professional manner. Exercises sound judgment, tact, confidentiality and discretion in all areas of Extension business which crosses a broad range of issues domestically and internationally. As the Dean's office serves as the central hub for strategic priorities and projects, the Executive assistant is responsible for project management. Coordinates administrative support for all organizational projects. In coordination with the Dean, implements decisions based on a thorough understanding of the Dean's priorities and expectations. Coordinates meetings, records meeting notes, and follows through on implementation of decisions. Prepares and reviews communication materials, ensures the Dean is fully briefed on relevant issues, and prepares all background information supporting each issue. Advises on university communications, meetings/travel schedules, and campus and community events. Monitors and facilitates follow up of action items from the Dean's Council and various task forces. Responsible for the security of filing systems which includes sensitive and confidential information. Responsible for establishing and maintaining a professional and collaborative working environment. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
|
30 |
| Prepares confidential reports for senior staff, system wide and other officials. | 10 |
| Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. | 10 |
| Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. | 10 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 5 |
| Handles the details of a variety of matters on behalf of the executive. | 5 |
Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures.
|
10 |
Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
|
5 |
Organizes ad hoc committees appointed by the executive on a broad range of issues.
|
5 |
| Briefs executives on deadlines and the status of pending issues. | 5 |
Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
|
5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Familiarity with the organization's processes, protocols and procedures. | Preferred |
| Knowledge of federal regulations such as FERPA. | Required |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
| Solid analytical/problem-solving skills. | Required |
| Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. | Required |
| Strong service orientation. | Required |
| Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. | Required |
| Advising and counseling skills. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Intermediate project management skills. | Required |
| Intermediate to advanced knowledge of common organization-specific computer applications. | Preferred |
| Knowledge of relevant campus and University policies, procedures and practices, and their interrelations. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralSupervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |