Executive Secretary - Office Of The President

JOB SUMMARY

This position will be responsible for performing advanced-level secretarial and administrative duties in support of an executive-level office. This position serves as the receptionist for the Office of the President of Fort Valley State University.

MAJOR DUTIES

• Provides high-quality customer service to each person who enters the office.
Provides customer service via answering phone calls and assisting customers or taking messages and directing them to the appropriate office/individual.Orders and maintains inventory of office supplies for Office of university events.Supports the Office of the President by providing assistance and general information to the campus community, University System of Georgia offices, and the service area community. Answers phones, greets, and assists visitors to the office.Serve as back up for procurement needs, including reconciliation of invoices, billing statements, and travel statements.Primarily responsible for ordering, organizing, and maintaining office supplies, equipment, printing services, maintenance, and other areas.Prepares and maintains an organized system for incoming mail and meeting notices.Responsible for establishing and maintaining departmental records and filing system.Maintains and updates database records of key constituents.Coordinates and assists in planning, meetings, special events, and special projects. Services and supports campus committees.Maintains professional and technical knowledge including database maintenance and management.Perform other duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Skill in basic computer operations.
Knowledge of E-Pro/PeopleSoft.Skill in interpersonal communications and grammar.

COMPLEXITY/SCOPE OF WORK

• The work includes various duties involving different and unrelated processes and methods.
The decision regarding what needs to be done depends upon the analysis of the subject, phase, or issues involved in each assignment, and the chosen course of action may have to be selected from many alternatives. The work involves conditions and elements that must be identified and analyzed to discern interrelationships.

PHYSICAL DEMANDS/ WORK ENVIRONMENTThe work is typically performed while sitting at a desk or table.The work is typically performed in an office, library, or computer room.
MINIMUM QUALIFICATIONS

Associate's degree required; Bachelor's degree preferred.5-8 years of related administrative experience or equivalent combination of education and experience.Strong computer skills with experience in Microsoft Office Suite.Knowledge of standard office procedures. Preferred office experience in an educational environment.Effective organizational and time management skills; excellent customer service skills.Ability to maintain a friendly, courteous, professional and helpful attitude.Ability to communicate effectively both orally and in writing.Ability to prioritize work assignments and work under general supervision; ability to multi-task various assignments; ability to coordinate the work of office clerks and student assistants.