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Job Title: EXECUTIVE SECRETARY
Job Code: 0307
Job Level: 09
Revised Date: 04/13/2000
Job Family: JF 06
Perform administrative and secretarial duties and assist in details of University and executive business matters to conserve time of executive. Report directly to a Vice-President, Officer or individual with comparable organizational status.
Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Prepare letters, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, direct mail to other staff members for their action. Arrange for and schedule appointments for the executive, including interviewing callers and making proper referrals; prepare material and make arrangements for meetings as required.
Study reports received, check and compare with previous reports or other data, and bring to the attention of the executive significant items, changes, errors or omissions. Maintain for the executive up-to-date management manuals, directives, organizational charts and keep the executive informed of changes. Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.
Take and transcribe dictation, type and maintain office records. Answer telephone and reply to questions in accordance with general instructions or refer calls to appropriate staff member.
It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is determined by its use in the organizational structure. An executive secretary would perform secretarial and administrative duties for a Vice-President or Officer with comparable organizational status.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Work generally requires three years of secretarial/clerical experience to become competent in the administration of various functions related to office organization, accounting and communications practices.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE * An optional typing speed of 50 corrected words per minute may be required.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.