USC Human Resources Administration

Job code: 111023Executive Secretary

Grade: H |Overtime eligible: Yes |Date approved: January 11, 2005

Summary

Performs advanced secretarial duties for a dean or officer of the university (executive). Handles day-to-day administrative matters to conserve executive's time.

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Organizes the office of a dean or officer of the university (executive) and makes day-to-day administrative and operational decisions on his/her behalf. Provides direction and guidance to assigned staff and student workers. Schedules work, establishes priorities and ensures deadlines are met. Establishes and maintains office and recordkeeping systems and procedures.


% Prepares official academic and business correspondence ensuring acceptable preestablished formats are followed. Takes and transcribes dictation of a highly confidential nature.


% Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of executive, refers to executive's direct reports for action, or refers to executive for personal reply.


% Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations on executive's behalf with visiting dignitaries, trustees, major donors, parents and other VIP's. Assists visitors with resolving problems, often coordinating resolution with other university offices.


% Maintains executive's calendar and accepts or declines commitments, both local and out-of-area, on his/her behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements for executive as needed.


% Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.


% Interacts with university offices on behalf of an executive to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.


% Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.


% Reviews newspapers, journals and other types of publications for information of special interest. Summarizes information and/or highlights pertinent materials to conserve executive's time.


% Monitors assigned office operating budget(s) and approves expenditures.


% Leads other employees and student workers, as assigned. Provides leadership and work guidance, schedules, assigns and prioritizes workloads. Sets appropriate deadlines. Monitors employee performance, as required.


% Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
3 years 5 years
Minimum field of expertise Preferred field of expertise
Executive secretarial experience  
SkillsMachine/equipment
  • Answer telephones
  • Arrange travel
  • Balance figures
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Coordinate events/meetings
  • Coordinate work of others
  • Develop office procedures
  • Draft routine correspondence
  • Edit routine documents
  • Edit technical or scientific text
  • Establish and maintain filing systems
  • Gather and input data
  • Prioritize different projects
  • Research information
  • Schedule appointments
  • Take shorthand
  • Understand and apply policies and procedures
  • Verify calculations
  • Write memorandums for own signature
  • Other

  • Leadership/guidance skills
  • Organization
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Typewriter/word processor
Supervises level
Leads one or more employees performing administrative, clerical/secretarial work
Comments
 

Signatures

Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer