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Featured Administrative Professional Job Description:  Higher Education

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Current job title:  Secretary I

 

Industry:  Higher Education

 

Department:  Administration

 

Years worked in this industry:  2

 

Years worked in this department:  2

 

Special training or attributes needed or helpful to get job in this industry (or specific department):  Computer Applications – Microsoft Office, database skills, record keeping and filing, brochure development, budgeting, general secretarial skills, previous experience, ability to handle multiple tasks, problem solving skills, ability to effectively manage projects to meet deadlines, professionalism – strong work ethic, interpersonal skills, ability to work in a team environment, able to work independently and efficiently.

 

Number of managers and/or staff supported:  5

 

Typical work hours:  8 – 4:30

 

Weekends or overtime hours:  Weekend work and overtime, how often: ~8 days a month, no overtime pay, but compensated hours off.

 

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.):  approx. $24,500

 

Benefits (direct or indirect):  Very good benefits

 

Lingo you might hear in this industry: 

 

A typical day on the job:  Includes – developing reports, scheduling meetings/appointments and maintaining calendars, preparing presentations (incorporating graphs, charts, data, etc.), corresponding (by phone, fax or e-mail) with clients, database data entry, training/conference arrangements (brochure development, room reservations, web page creation/links, attendance tracking), filing, web site maintenance.

 

Positive things about being an administrative professional in this industry: 

#1 – the variety of work

#2 – satisfaction

#3 – ability to create/complete projects with minimal supervision.

 

Negative things about being an administrative professional in this industry: 

#1 – pay

 #2 – length of time it takes to move up in a position

#3 – being taken seriously.

 

Type of workspace/office:  cubicle

 

Primary responsibilities as an administrative professional in this position: 

Providing administrative support for five field specialists:

Event logistics for meetings, and trainings

Communications – newsletters, e-newsletter, website and mailings

Customer relations

Create, organize, and maintain filing systems/records related to specific area of assignment

Generating reports/presentations

 

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement:  Strong computer application knowledge, ability to multi-task, ability to work well with others.

 

Office machines or equipment operated regularly:  Computer, fax, copier, mulit-line phone system, scanner, digital camera

 

Technology (hard) skills used regularly:  Word processing, spreadsheets, databases (Microsoft).

 

Critical soft skills:  Listening skills, readily adapt, communication skills, problem solving, manage time, professionalism, team player, strong work ethic – I’m sure there are more, but all of these skills are necessary in order to work effectively. Without these skills, a person might fall behind in their duties or would not complete an assignment correctly. And in a fast pace environment, you need to be on your toes and ready to start – stop – go from one project to another before completing, then back again…..constant prioritizing and communicating.

 

Pace of this position:  fast

 

Geographical region:  Central U.S.