Payroll Title: UCP VIII
Class Code: 0843-9088
Job Family: ADM
FLSA Code: E
Score: 630

EXECUTIVE ASSISTANT I

JOB SUMMARY

Under the general direction of designated administrator, with moderate authority for decision-making, manages the administrative services and business operations of a large complex department/division/school or other organizational unit of equivalent size and complexity.

GUIDELINES FOR USING THE POSITION

This position is intended to serve as the department/unit head's agent for administrative and business matters. Incumbents will be accountable for a wide range of administrative, fiscal, personnel and facilities maintenance functions and will have moderate authority to make independent decisions, exercise independent judgment and resolve problems that are central to the operation.

The primary difference between this job and Executive Assistant II is that Executive Assistant I has somewhat less authority to make decisions and represent the department. Focus of this job is on responsible budget, personnel and administrative management, and other internal activities of the department.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Advises and assists department/unit head on a wide range of administrative and business matters related to unit programs and activities; analyzes effect of administrative and/or programmatic changes.

Performs office management duties; directs the workflow, recommends staffing needs and supervises the processing of administrative paperwork and maintenance of files.

Establishes internal operating procedures and makes or recommends changes as needed to improve efficiency of effectiveness.

Develops and makes recommendations for budget requests and manages approved budget, with moderate authority to approve expenditures; serves as an authoritative source of budget and fiscal information.

Is responsible for a system of accounting and fiscal record keeping in accordance with standard accounting practice.

Supervises administrative support staff; determines work assignments and work schedules to most effectively meet department/unit needs; assists in hiring, training and evaluating administrative support staff and in resolving personnel problems.

Reviews and approves all documentation necessary for personnel actions and assures compliance with applicable regulations and collective bargaining agreements.

Manages the purchasing activities for the department/unit with moderate authority to approve purchase requests.

Serves as an authoritative source of information regarding the interpretation and application of policies and regulations governing department/division activities and programs.

Prepares administrative reports, analyses and correspondence that may be complex or sensitive and require an understanding of department/unit programs and administrative operations.

Coordinates work between units within department/unit.

Represents the department/unit head to a variety of University offices, with moderate authority to act in behalf on the department/unit head; as delegated, represents the department to outside agencies.

May be responsible for special operations/projects/programs which may be ongoing or short-term and which require planning, coordination and supervision and are necessary to the work of the unit.

May participate in promotional and informational activities for the department/unit.

May participate in planning and decisions about the maintenance, repair and renovation of buildings and specialized facilities

Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

Bachelor's degree in business?related discipline or in area to be served

Three to five years experience and proven ability in budget, personnel and administrative management

Demonstrated ability to resolve administrative and personnel problems.

Good interpersonal skills; ability to effectively work with faculty, staff, students and other University administrators