Position Description – Secretary to the President

POSITION DESCRIPTION
Position Title:	Secretary to the President	FLSA Status: Non -exempt
Reports to:	President
Department:	President’s Office
Date Prepared:	June 2005

BASIC FUNCTION

The Secretary to the President is responsible for providing administrative assistance, clerical support, and administrative services to the President of Abraham Baldwin Agricultural College. Work involves managing administrative services for the President and relieving the President of program and administrative details.

NATURE & SCOPE

The Secretary to the President reports directly to the President of Abraham Baldwin Agricultural College. While the President assigns work, much work is also self-generated. This position has the latitude to consider alternatives within substantially diversified, established procedures and standards. Because of changing priorities or differing situations encountered in the work environment, the incumbent has the latitude to consider which among many procedures should be followed in what sequence in order to achieve the required job results.

The duties of this position are broad in scope. Thus, the Secretary to the President must be exceptional at organizing and prioritizing. He/She must also display the flexibility and versatility necessary to switch often between different tasks without compromising the quality of work performed.

The incumbent is responsible for organizing and coordinating meetings for the President. This includes gathering and compiling background information, scheduling facilities, and contacting the other parties. Because the President keeps a busy schedule, this is a very important function of the Secretary. The incumbent is also responsible for all other administrative duties in the Office of the President.

The Secretary to the President must possess excellent interpersonal and customer service skills. There is a great deal of contact in this position with students, faculty, staff, and other constituents, so it is imperative that the incumbent interact with them in an efficient yet cordial manner. Many constituents will base their image of the College and the President on their contact with the Secretary, so he/she must be an outstanding representative.

Position Description – Secretary to the President

PRINCIPAL ACCOUNTABILITIES

Ø Exercises initiative in keeping informed of Institutional policies, rules, and regulations

Ø Acts as a liaison between the Office of the President and other organizations and ABAC departments

Ø Arranges conferences and meetings, including preparing the agenda, gathering and compiling data, and contacting participants

Ø Prepares special reports and answers requests for information

Ø Provides assistance to the President by completing clerical work

Ø Performs various other duties as required

BUDGETARY RESPONSIBILITIES

The Secretary to the President is responsible for the management of the budget of the Office of the President.

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires two years of college or vocational school and three to five years of experience in the field. Proficiency in Microsoft Office is required.