Title Code: 4205
Occ. Group: 114.696
 

EXECUTIVE SECRETARY                                                Skill Level:  7         

FLSA Status:  Non-exempt                                                   IPEDS:     410

 

EXPECTATIONS FOR ALL EMPLOYEES

East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values:

PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential;
RELATIONSHIPS are built on honesty, integrity and trust;
DIVERSITY
of people and thought is respected;
EXCELLENCE
is achieved through teamwork, leadership, creativity, and a strong work ethic;
EFFICIENCY
is achieved through wise use of human and financial resources; and
COMMITMENT
to intellectual achievement is embraced.

JOB PURPOSE

 

Serves as non-exempt support to executive management.  Performs a variety of complex administrative and secretarial tasks which may include, but are not necessarily limited to, managing the executive office, coordinating flow of work and people through the executive's office, screening contacts for the executive and referring them to others as appropriate, maintaining the executive's calendar, making travel arrangements, drafting reports and presentations, coordinating logistical arrangements for events planned by the executive, etc.

 

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

(Essential functions for this position are on file in the Office of Human Resources for your information.) 

 

-          Interacts with internal or external constituents as directed by the executive, including senior officials, donors and high-level government officials; assists in problem solving

-          Concurs with other vice presidents, deans, department heads or others on matters of importance in the absence of the executive

-          Follows up with others on projects assigned by executive

-          Drafts non-routine correspondence and memos for supervisor’s signature

-          Maintains supervisor's calendar and schedule; makes appointments and travel arrangements; coordinates events planned by the executive

-          Reads and reviews incoming mail for executive and provides related material to executive

-          Monitors financial and personnel matters in the institution or division

-          Researches policies, procedures and guidelines for executive

-          Performs complex research by collecting and analyzing information; assists in preparing comprehensive reports

 

SUPPLEMENTAL FUNCTIONS

 

-          All incumbents are expected to perform these functions except for those qualifying under the Americans with Disabilities Act for a reasonable accommodation.

-          These functions may vary by institution. 

-          Incumbents may provide backup to various functions within the unit.

 

DIRECTION RECEIVED

 

Receives limited supervision from an executive. Must be able to function independently and use appropriate judgment, decision-making and discretion.

 

DIRECTION GIVEN

 

Typically supervises office staff; ensures that tasks are assigned and completed; evaluates performance and recommends hiring, discipline, and related.

 

JOB SPECIFICATIONS

 

High school diploma or GED plus four (4) or more years of secretarial or administrative office experience, or an equivalent combination of education and experience. May require specific level of skill in keyboarding.

 

KNOWLEDGE, SKILLS, ABILITIES, AND WORKER CHARACTERISTICS

 

-          Skill in interpersonal communication with constituents from diverse backgrounds

-          Knowledge of administrative practices and principles and organizational structure

-          Skill in use of business English

-          Skill in organizing and prioritizing multiple tasks required for own work and work of others

  

WORKING CONDITIONS/PHYSICAL DEMANDS/SPECIAL CONDITIONS

 

Specific working conditions, physical demands and special conditions relative to this position are on file in the Office of Human Resources for your information.

 

 

Date                         Skill            Evaluation

5/2004                        7              514131341

 

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The intent of this job description 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.