University of Connecticut University of UC Title Fallback Connecticut

Executive Assistant II

Payroll Title: UCP IX
Class Code: 0906-9089
Job Family: ADM
FLSA Code: E
Score: 675

JOB SUMMARY

Under the general direction of designated administrator, with broad 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 chief agent for all administrative and business matters.  Incumbents will be accountable for the full range of administrative, fiscal, personnel and facilities maintenance functions for a large complex operation and will have broad authority to make independent decisions, exercise independent judgement and resolve problems that are central to the operation.  Responsibilities will usually include full charge of a large number of support staff.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  1. Represents the department/division head to all levels of University officials, outside agencies and others, with authority to act in behalf of the department/division head.
  2. Advises and assists department/division head on the full range of complex administrative and business matters related to unit programs and activities; analyzes and advises regarding long-term effect of policy changes.
  3. Serves as a principle source of information regarding the interpretation and application of policies and regulations governing department/division activities and programs.
  4. Establishes internal operating procedures and makes changes as needed to improve efficiency or effectiveness.
  5. Develops and makes recommendations for budget requests and manages approved budget, with broad authority to approve expenditures and serves as an authoritative source of budget and fiscal information.
  6. Is responsible for a system of accounting and fiscal record keeping in accordance with standard accounting practice.
  7. Hires, trains, supervises, and evaluates administrative and technical support staff, either directly or through appropriate supervisors and makes salary recommendations; determines work assignments and work schedules to most effectively meet department/division needs, and has principal responsibility for resolving personnel problems.
  8. Reviews and approves all documentation necessary for all personnel actions and assures compliance with University/State regulations and collective bargaining agreements.
  9. Performs office management duties; directs the workflow, determines staffing needs and supervises the processing of administrative paperwork and maintenance of files.
  10. Manages the maintenance, repair and renovation of unit buildings and specialized facilities and participates in all such planning activities, with responsibility for implementing renovation projects.
  11. Is responsible for administrative reports, records and correspondence that may be complex or sensitive and for the maintenance of department/division files.
  12. May assist in developing external funding strategies which may include preparation of funding proposals for submission to external funding sources, follow-up to resolve problems and preparation of required periodic reports.
  13. Coordinates work between units within department/division.
  14. Is responsible for special operations/projects which may be on going or short-term and which require planning, coordination and supervision and are necessary to the work of the unit.
  15. May develop materials designed to publicize division services/activities.
  16. Manages the purchasing activities for the department/division with wide authority to approve purchase requests.
  17. Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

  1. Bachelor’s degree in business-related discipline or in area to be served
  2. Extensive experience and proven ability to administer and supervise large complex operations
  3. Demonstrated knowledge of budget, facilities and personnel management
  4. Demonstrated ability to identify and resolve complex problems efficiently, effectively and independently.
  5. Excellent interpersonal skills, with demonstrated ability to work effectively with faculty, staff, students and all levels of University administrators, as well as external agencies/groups and the public.

 

 

Date Created: 6/28/1985
Date Scored: 3/10/1983