SECRETARY TO THE DEAN

00060

This is highly responsible secretarial work in providing administrative assistance, clerical support, and secretarial services to the Dean.

An employee in this class is required to exercise considerable initiative, independent judgment, and discretion in performing administrative work and in screening calls, visitors, and mail; in arranging conference and meetings; in maintaining appointment schedules; in answering and disposing of requests for information; and in general public relation activities. Duties require the exercise of initiative in keeping informed of institutional policies, rules, and regulations and in acting in a liaison capacity between the Dean's office and other departments and organizations. Duties are performed with considerable independence and work in normally reviewed on the basis of results obtained.

Provides assistance to the Dean by screening calls, visitors and mail; interpreting organization policies, rules, and regulations in response to queries from others; answering letters and general correspondence; planning appointment schedules; making travel reservations; and by processing confidential matters.

Performs responsible public relations duties through contacts and associations with visitors, state officials, and the general public and in general acts in a liaison capacity for the Dean.

Makes arrangements for conferences, which includes assisting in preparing the agenda, gathering and compiling data, and contacting participants.

Prepares special reports; answers requests for information which may include completing questionnaires and compiling data from files; takes and transcribes dictation by shorthand.

Performs related work as required.

Extensive knowledge of business English, spelling, punctuation, arithmetic, and possession of an excellent vocabulary, including technical terms peculiar to several pertinent fields.

Thorough knowledge of the principles of office management and of modern office procedures, systems, and equipment; ability to apply this knowledge to difficult problems.

Thorough knowledge of the laws, rules, regulations, and policies of the university.

Ability to take, transcribe, and type complex, technical, and confidential dictation accurately and rapidly, and to compose effective and accurate correspondence.

Ability to work independently on responsible and confidential assignments and secretarial tasks.

Ability to maintain complex administrative, fiscal, and academic records, and to prepare statistical, scientific, and fiscal reports and to provide complex information from such records.

Ability to plan, organize, and supervise the work of a group of clerical workers.

Ability to establish and maintain effective working relationships and to make contact with superiors, subordinates, associates, administrators, and the general public; and to effectively and discreetly convey information.

Graduation from a recognized college or university with major course work in business administration or secretarial science; and extensive experience in responsible secretarial work including some supervisory experience; or any equivalent combination of training and experience.