Bloomington Support Staff Job Specs
GENERAL OFFICE SERVICES
Job Title and Grade: Executive Assistant / SSOH
Job Code: 002195
This is administrative work and executive level assistance performing a variety of tasks in direct support of the university President, Provost, Vice President or Board of Trustees. Tasks are executed using significant judgment and initiative to determine the approach or action to take in non-routine situations that often cannot be brought to the attention of executive. May report to Executive Administrative Assistant.
Characteristic Duties and Responsibilities
Serves as liaison on behalf of executive with internal university departments and external entities, which may include state and federal legislators or other high level public figures and dignitaries. Screens calls and receives visitors to the executive's office; answers inquiries or refers to appropriate office or individual. Investigates requests for assistance and problems/complaints; prepares reports for the supported executive's consideration and action.
Prepares routine and non-routine ad-hoc reports including gathering and summarizing data for an executive. Conduct research, prepare findings and reports for Board of Trustees and other officials.
Evaluates requests for meetings and schedules all appointments for the executive supported; coordinate times, places, etc. for out of office meetings; assemble background files, agendas, and other materials for inclusion in daily schedule.
Produces summary of purpose of scheduled meetings and appointments; researches information and personnel needed for meetings and appointments.
Prepares and coordinates Board of Trustees Agenda or letters to Governor and other government or public officials and obtains the appropriate signatures and approvals.
Transcribes letters, memos, speeches, and quotations for publications; edits for grammar/syntax/continuity; types material into final form and forwards to appropriate individuals.
Reviews and answers correspondence from Governor, Board of Trustees or other officials on behalf of the appropriate executive. Maintains log of correspondence.
Plans travel itineraries; makes transportation, meal, and lodging arrangements and reservations; arranges for any necessary equipment.
Knowledge, Skills, and Abilities
Extensive knowledge of university protocol
Proficient use of computer and word processing/database/spreadsheet applications
Excellent communication and organization skills
Excellent skills in the art of tact and diplomacy.
Ability to maintain confidentiality; work well under pressure and with a wide range of people.
Education: Associate’s degree in office management or related field. Directly related work experience may be substituted at a ratio of two years of progressively more responsible experience for each year of education.
Experience: Four years experience in an administrative support role.
The intent of this job specification is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this specification.