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Position Description

• Reporting to the Executive Assistant to the President, the Confidential Secretary performs challenging secretarial and clerical duties for the Office of the President; directly supports the Executive Assistant; serves as a primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and its related programs and services; and performs other related work as required.
• This position entails a high degree of responsibility and use of discretion and independent judgment, while ensuring confidentiality in all work operations. This position requires travel and a flexible schedule including evening and weekend hours.
• This is not a remote position and requires a physical presence on campus as determined by the Supervisor.
• It requires working on campus during the COVID-19 pandemic and interacting directly with students following all procedures and protocols set forth in the University's Restart Plan and any procedures/protocols created through additional correspondence.
• The employee must have the ability to wear a face covering for the duration of the work day during the COVID-19 pandemic or as determined by university protocol.
• Responsibilities include, but are not limited to: Provides clerical and secretarial support to the Office of the President and unit management by organizing, coordinating and supervising daily office operations and develops effective work methods.
• Coordinates the administration of programs, projects, and/or processes.
• Prioritizes and supervises work; resolves routine conflicts and issues; prepares and implements administrative guidelines and procedures; and provides oversight and facilitation.
• Provides routine and non-routine information and explanations to students, staff, faculty and visitors.
• Creates informational materials; provides general unit supporting research, analysis and proposal data; prepares, processes and controls records, statistics, reports and documents; and performs fiscal support functions, including serving as an Office of the President liaison to University budget managers.
• Prepares and oversees budgets and expenditure reports. Schedules appointments and arranges and coordinates design and logistics for events and meetings.
• Completes work responsibilities consistent with a broad understanding of the mission, vision, role and goals of the reporting administrative, academic or research units, and the tasks and responsibilities of the President in the achievement of unit goals.
• Works under general supervision, within established work parameters, with few direct instructions.
• Provides general information to those requesting it including division personnel, local representatives and all other constituents including the general public in accordance with established office policy and procedures. Follows all State and Federal regulations in the course of official duties; follows all University policies and procedures.
• Maintains an approval processing calendar for all units reporting to the Office of the President.
• Maintains a schedule of appointments and the daily engagement calendar for the office.
• Makes arrangements for speaking engagements, travel arrangements, and meetings as necessary by office supervisors.
• Reviews, sorts and routes incoming correspondence while maintaining confidentiality and following office policies and procedures.
• Prepares correspondence, reports and recommendation of a confidential nature.
• Obtains pertinent material from the files and from other sources and puts it into usable form for the review and use of the supervisor.
• Maintains mailing lists and makes required revisions as necessary by the office. Supports and assists in office programming activities and other related work as required.
• May assign and instruct individual employees and groups of employees engaged in clerical and filing duties and supervise the performance of their work.
• Attends University meetings, workshops and events as needed. Performs other duties as assigned.

Skills Required

• Proficiency in all Microsoft Office products including, but not limited to: Access, Excel, Word and Outlook.
• Excellent oral and written communication skills. Ability to communicate effectively with faculty, staff, and students, both orally and in writing.
• Must be highly organized. Ability to handle stress in an extremely busy office with constant interruptions and multiple concurrent tasks.
• Must be able to interact with individuals from various culturally and socially diverse backgrounds.
• Must have excellent organizational, communication and interpersonal skills.
• Ability to multitask and to rapidly change priorities according to deadlines. Must have effective client service skills.
• Ability to travel off campus as needed. Ability to work evenings and weekends as needed.

Skills Preferred

• Knowledge of accounting budget systems such as Ellucian is preferred(link removed)

Experience Required

• 2-3 years administrative experience reporting to executive level professionals Must have experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.

Education Required

• Bachelor's degree from an accredited college and at least four years of administrative and office management experience is required.
• An equivalent combination of education and/or experience may be substituted for the Bachelor's degree requirement.