Address
Form of workThe responsibilities for this position include the following:
- Administers the President’s daily complex schedule with oversight from supervisor; prioritizes conflicting needs; handles sensitive matters and ensures deadlines are met in a fast-paced environment; serves as a representative of the President in contacting top level executives; schedules appointments and confirms engagements; tracks meeting and engagement requests in conjunction with supervisor; meets with supervisor regularly to evaluate, confirm, and adjust the calendar as needed; must be prepared to rearrange schedule quickly and efficiently; maintains yearly calendar of recurring events, retreats, etc. and keeps supervisor informed of any additions/changes, as necessary
- Interacts with officials, faculty, and staff at all levels and the public to provide accurate information and timely responses to inquiries as needed; provides accurate/timely information requiring comprehensive knowledge of institution policies, procedures and special issues; interacts with internal/external staff of offices including USM Chancellor, USM Board of Regents, USM Office, University Foundation, local boards and affiliates with which the President is involved and Presidents of other institutions
- Provides administrative support for supervisor, assisting in meeting preparation for the President
- Covers daily functions of the office in the absence of other administrative support, including reception; assists other office team members when necessary and is available to help with special projects for other members of the staff
- Performs other duties as assigned as they arise
Qualifications and Skills
Required Qualifications:
- High School diploma or equivalent
- Six years secretarial experience, one year of which was providing primary secretarial support to a key administrator.
Comprehensive knowledge of and skill in the application of office practices, procedures, and equipment; of business English, spelling, grammar, and arithmetic; of USM policies and procedures and the institution's purpose, goals, and procedures. Thorough knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information. Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matters with discretion and tact; in interacting with students, public officials, and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing complicated and continuing assignments without instruction. Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution; to make effective oral presentations; to supervise office operations and staff.
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Preferred Qualifications:
- Four years of experience scheduling/handling confidential and sensitive information in a fast-paced environment
- Experience with C-suite scheduling
- Demonstrated ability to handle competing priorities
- Exceptional organizational skills
- Demonstrated knowledge and experience working with Microsoft software products including Excel, Word and PowerPoint
Organization: President's Division
Primary Location: Main Campus
Job Posting: May 13, 2024
