Assistant to an Executive II

Date Revised: 01/11/2018

JOB DESCRIPTION

Job title: Assistant to an Executive II

Job Category: Exempt

PCLS: 30118

Salary Grade: F

Summary

Incumbents in the Assistant to an Executive II position perform a variety of administrative support and/or secretarial duties in the direct support of a University Dean, Vice-President, or Chancellor.

Distinguishing Characteristics

The Assistant to an Executive II is distinguished from the Assistant to an Executive I in that incumbents in the II position have the knowledge and experience to work in support of a college that is more complex and/or larger in size or scope.

Reporting and Supervisory Responsibilities

The Assistant to an Executive reports to a Dean, Vice-President, Chancellor, or other executive. This classification supervises a minimum of two full time employees or four part time employees.

Typical Functions

1. Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing, calendar management, and other general duties as assigned.

2. Screens inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings.

3. Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies.

4. Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the office.

5. Composes and word-processes various standard documents, correspondence and reports.6. Prepares agendas, coordinates meetings, and transcribes meeting minutes.7. Maintains current personnel files.8. Tracks faculty tenure and promotion processes.9. Plans and executes events, including banquets, receptions, retreats, etc.10. Hires, trains, and supervises other office personnel.11. Plans details for college graduation ceremony.12. Performs miscellaneous job-related duties as assigned.

Knowledge, Skills, and Abilities 1

Assistant to an Executive II

Date Revised: 01/11/2018

JOB DESCRIPTION

1. Skilled with computer programs, including spreadsheets, relational databases, statistical packages, presentation software, and graphic packages.

2. Excellent critical thinking skills.3. Skilled in creative problem solving.4. Skilled with basic office equipment, including printers, copiers, and telephone systems.5. Good organizational skills.6. Strong verbal and written communication skills.7. Ability to handle sensitive and confidential business data and personal information.8. Ability to work without supervision.9. Knowledge of University policies and procedures.10. Excellent customer service skills.

Minimum Qualifications

Six years of experience; or vocational/technical training/associate degree in an office or business field plus four years of related experience; or a bachelor’s degree in a related field plus two years of experience is required.

Work Environment and Physical Requirements

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. Incumbents are regularly required to sit and often use repetitive hand motions. Incumbents are frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

Fundamental Abilities

Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

1. Communicating : Communicates effectively both verbally and in writing. 2. Problem solving : Analyzes information and evaluates results to select the best solution and solve

problems. 3. Monitoring : Measures performance of self; makes improvements and takes appropriate

corrective action.4. Critical Thinking : Comes to well-reasoned conclusions, solutions, and approaches to problems.5. Team Building : Works to create a team-based environment. Consistently demonstrates

cooperative behavior with colleagues, supervisors, and customers.6. Active Listening : Gives full attention when others are speaking; listens to understand, asks

questions as appropriate, and does not interrupt.7. Service Orientation : Actively seeks opportunities to help others.

2

Assistant to an Executive II

Date Revised: 01/11/2018

JOB DESCRIPTION

8. Conflict Resolution : Acts professionally when encountering customers who, at times, may be frustrated or threatening.

Core Characteristics

As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:

1.

2. Take initiative3. Maintain confidentiality.4. Be accountable.5. Behave ethically.6. Be honest and trustworthy.7. Demonstrate a strong work ethic.

8. Be inquisitive.9. Be detail oriented.10. Be self-motivated.11. Efficiently manage multiple tasks.12. Be a team player.13. Be committed to improving USU.

Disclaimer This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.

3

Assistant to an Executive II

Date Revised: 01/11/2018

JOB DESCRIPTION

4