Support Staff Specifications


Executive Secretary
Job Class/Code: 0114 Effective Date: 12/15/2008
Pay Grade: 20 FLSA Status: Non-Exempt
Collective Bargaining Unit (CBU): 31 EEO Category: 40


Nature of Work:

Performs complex secretarial and administrative support. Work involves handling and preparing sensitive and/or confidential information. Typically reports to an Associate Dean, Assoc VP, Asst VP or Director.


Typical Responsibilities:

  • Responsible for interpreting internal policies and procedures.
  • Composes all types of correspondence or documents.
  • Exercises signature authority for various office transactions when required.
  • Develops alternatives to handle time sensitive and confidential issues.
  • Assists in developing and monitoring many aspects of the department annual operating budget which may include items such as expense reports, accounts payable, payroll and personnel data.
  • Schedules appointments, meetings, maintains calendar, makes travel arrangements, and/or coordinates catering for special events.
  • Screens incoming calls and provides assistance.
  • Greets visitors, distributes office mail, schedules appointments, meetings, maintain calendar, make travel arrangements, coordinates catering for special events.
  • Gathers information for supervisor’s use in reports and presentations.


Basic Qualifications:

High school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.