Job Description

Administrative Support

• Answers phones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs, and refers to appropriate staff.
• Establishes procedures and processes for setting up, organizing, and maintaining various departmental files.
• Retrieves appropriate information upon request for internal and external use.

Executive Support

• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or several executives.
• Prioritizes requests for meetings, arranges itineraries, prepares expense reports, and prepares executives for daily activities.
• Receives and reviews incoming correspondence.
• Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports, and/or manuscripts.
• Prepares charts and graphs for reports and presentations.

Meeting and Event Coordination

• Schedules and coordinates meetings and/or special events.
• Reserves facilities and arranges for equipment and materials.
• Arranges for speakers, refreshments, or meals.
• Develops agendas and arranges seating.

Financial and Data Management

• Gathers, reviews, verifies, and consolidates data for preparing and monitoring unit/department budgets and budget variances.
• Assists in preparing budgets, provides advice regarding budget projects, and monitors expenses.
• Designs and generates regular or special reports and/or statistics after collecting, analyzing, and organizing data.
• Completes special assignments requiring collecting, organizing, and analyzing data which may serve as the basis for significant decisions.

Staff Support and Leadership

• May provide guidance or direct the work of clerical, secretarial, or other designated employees.
• May distribute work assignments.
• May train employees and provide input to performance evaluations and other employee transactions.
• Initiates and processes employee transactions after review and approval.
• Assists in investigating employee issues or concerns and determines appropriate course of action.
• Interprets departmental policies and procedures for lower level employees and refers employees to the appropriate area for interpretation of organizational policies.

Professional Development

• Works with manager to formulate a plan for professional development.
• Attends educational in-services as appropriate.

Equipment and Systems

• Operates standard office equipment, including telephones, copiers, fax machines, and computers.

Additional Duties

• Performs other duties as assigned.