General Description of the Job Class
Provide high-level administrative support to department or group of professionals. Apply knowledge and skills to resolve complex administrative problems independently or with others.
Duties and Responsibilities of this Level
- Schedule and maintain a challenging calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.
- Partner with other support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled, and business objectives are met.
- Develop advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.
- Create complex databases.
- Compile and manipulate data, summarize findings and write reports or portions of reports.
- Extract and compile a range of data from written sources, individuals, and/or databases, providing a limited interpretation of data.
- Compose, proofread or edit formal correspondence, memoranda, and short reports for internal or external circulations. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
- Coordinate communications between the supervisor and other professional and administrative staff, within and outside the organization.
- Serve as principal source of information to staff and visitors for questions.
- Respond to requests for information and provide assistance as appropriate.
- Prioritize and resolve inquiries (phone, e-mail, in-person).
- Analyze complex information requests and determine complex trends.
- Determine administrative needs for conferences, meetings, seminars or other related high-level activity where the leadership is in charge of event. Assemble and arrange for necessary items.
- Assist in developing budgets and monitoring expenditures, reconcile financial statements. Investigate discrepancies and process corrective action.
- Act as a liaison between the department and external groups.
- Interpret and communicate policies/procedures to other parties based on knowledge of the organization and departmental guidelines.
- Coordinate and complete special projects independently or in cooperation with other groups as assigned.
- Plan and coordinate special events as assigned.
- May routinely provide leadership and direction to lower-level co- workers.
- May provide input to the performance appraisal process and hiring and firing of lower level staff.
- Assist with screening applications and conducting initial interviews of entry level staff as needed.
- Orient and train entry level staff, and oversee administrative staff in a variety of administrative task.
- Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.
Two years postsecondary education with three years of experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Knowledge, Skills, and Abilities:
- In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
- Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.
- Demonstrated success applying highest level of secretarial skills.
- Demonstrated the ability to gain the confidence and cooperation of peers.
- Demonstrated editing and proofreading skills.
- Ability to juggle multiple tasks and meet demanding deadlines.
- Must be self direct and able to take initiative.