Lake Superior State University
Lake Superior State University
 
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FLSA Designation
EXEMPT
Date Issued: 1994-08-14
Department:
President's Office
Title: Administrative Assistant and Executive Secretary to the President
 
Function and Responsibility
To provide executive-level secretarial, receptionist, and administrative assistance to the President. Under direction of the President, maintain an efficiently-managed office, provide assistance to enable effective management of presidential time and assist with grant activity.
 
Duties and Responsibilities
Manage telephone and visitor contacts; read, prioritize and refer large volume of mail. Exercise good problem-solving and referral judgment; manage office when President is away.

Anticipate presidential responses needed to answer routine correspondence; provide backup material and/or drafts for President's consideration. Maintain on-going signature file; conduct related preliminary and follow-up clerical operations. Maintain databases for mailings. Maintain office and tickler files.

Provide support services for meeting, reception, commencement and other functions hosted by the President.

Manage the President's calendar and schedule all meetings. Provide a written schedule of daily events for the President, and each week provide for the President's spouse, a typed three-week schedule of evening and weekend events.

Review budget reports to monitor departmental expenditures. Execute transactions and accounting details associated with the President's Discretionary Fund, Entertainment/Personal Membership Fund, Personal Development Fund and LSSU Foundation Projects Fund.

Take and transcribe minutes of meetings as assigned. Make travel arrangements and prepare travel vouchers. Prepare time sheets for persons reporting directly to the President. Maintain an adequate supply inventory.

Research and identify prospects for potential grant sources, both private and corporate, to support the academic programs and services and promote the interests and purposes of the University.

Maintain contact and good public relations with all potential and actual grant sources and prospects.

Seek out opportunities for grants and write grants which will promote and further the purpose and mission of the University. Work with and advise departments or offices regarding potential grants; assist in developing, preparing and submitting grant proposals and managing grants and contracts. Coordinate grant efforts with the LSSU Foundation. Encourage all members of the campus community to be alert to opportunities which will stimulate giving to the institution; encourage and assist appropriate individuals to write grants.

Train, supervise, provide and help oversee work assignments, determine working hours, and help evaluate performance for the Executive Secretary for the Board of Regents Office and student workers.

Enhance coordination and cooperation among the offices of the President's cabinet members.

Perform related duties as assigned.
 
Qualifications
Associate Degree preferred in English, Office Administration, or closely related field. Experience in grant writing required.

Excellent typing, grammatical and office management skills; four years of executive secretarial experience; ability to learn new technology; initiative and mature judgment; ability to maintain confidentiality; high level of accuracy in work tasks; high level of organizational skills; ability to make appropriate decisions without direct supervision; familiarity with procedures, policies, and practices of the University and its collective bargaining agreements.
 
Physical and Mental Demands
Adequate physical fitness to be able to sit and concentrate for long periods of time; use of fine motor skills to operate computer; problem solving ability; ability to understand and work with numbers; ability to see, hear and speak with or without the use of aids to perform normal office tasks.
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