UTS POSITION DESCRIPTION

UTS:HUMAN RESOURCES

POSITION TITLE: EXECUTIVE ASSISTANT (2 positions) 6 July 2007

FACULTY: LAW

POSITION PURPOSE

The Executive Assistant is responsible for the provision of support in facilities administration, executive assistance to senior academic managers and faculty records management to enhance the smooth operation of key services to the benefit of faculty staff.

DIMENSIONS

Academic staff: 63 fte and 65 - 70 casual

Professional staff: 18 fte

Numbers of Courses: Research 3

PG coursework 14

Undergraduate 14

Total student enrolments: 1787 EFTSL / 2240 Headcount

Faculty locations serviced: Haymarket, Harris Street, Kuringgai and Blackfriars

Research income pa: Variable $250K - $1000K

Faculty Expenditure: $13.5 million

Faculty Operations Team budget: $350 000

RELATIONSHIPS

This position is one of 4 positions reporting to the Faculty Operations Manager.

Collaboration and Communication

Internally:

. The Faculty Operations Manager in relation to role accountability for services

. Staff and students in relation to access to secure areas

. Security staff for keys and PIN access

. Facilities Management Unit staff in relation to maintenannce and cleaning

. Records Management Service staff of the UTS Governance Support Unit

. Student Centre staff by referring student administration enquiries

. Printing Services for copier maintenance

. Governance Officer in relation to minute-taking.

Externally:

. The general public regarding phone and email enquiries to the faculty

. Public and private organisations seeking to contact the faculty or staff

MAJOR RESPONSIBILITIES

1.0 Facilities Administration (25%)

Interact with university Security Services to obtain keys and security PIN access codes for staff, students and visiting academics to ensure appropriate access rights according to faculty policy.

Process general maintenance requests and follow through to completion with maintenance problems and issues.

Provide facilities services to the Haymarket Campus and Harris Street annexe by ensuring:

. adequate stock levels of stationary ordered and delivered

. placement of Corporate Express orders and distribution

. provision of mail and courier services

. order and distribution of kitchen prerequisites and newspapers to staff rooms

. provision of ‘help ? desk’ advice and assistance on the use, maintenance and service of the Faculty’s five photocopiers with assistance from the UTS Printing Service under which the leasing arrangements are managed.

Provide reception services to manage general enquiries and refer student administration matters to the Student Centre.

2.0 Executive Assistance (25%)

Provide executive assistance to the Associate Dean (Research), Director (Students), Director (Courses) and the ALO by managing correspondence by ensuring that the managers receive matters “for action” separately from matters “for information”, diaries, appointments and meetings.

Draft standard letters to and provide oral responses to enquiries from a wide range of people both internal (other Faculties, central University divisions etc) and external (professional associations, academics from other Universities, overseas visitors etc.).

Maintain appropriate confidential filing systems for each manager and provide photocopying assistance

Prepare and/or format submissions and reports for committees and working groups under the direction of managers or the Governance Officer.

Take minutes of meetings or committees under the direction of the Governance Officer.

3.0 Faculty Records Management (25%)

Implement faculty records management systems to meet university records management policy and guidelines. This is includes:

. file creation and maintenance for each student case administered at faculty level including the confidential student files maintained by the Director (Students)

. file archiving and secure destruction according to records mangement policy

. file creation of official records relating to administrative functions of the faculty under general direction of the Faculty Operations Manager and maintenance of records involving the identification and re-creation of lost or misplaced records.

. act as the central point of reference, information and advice for internal enquiries concerning the records management according to guidelines provided by the Records Management Service of the UTS Governance Support Unit. In this role the assistant helps staff set up their filing and records systems to meet university policy.

4.0 Team Responsibilities (10%)

Shadow the Governance Officer and Financial Services Officer to be able to provide cover during leave and in peak times.

Assist the Academic Programs Team with the collection and distribution of student assignments.

Assist with faculty mail outs of information packs, distance education materials and promotional materials.

Organise professional staff farewells and the monthly birthday tea.

Document and review faculty operational processes in order to maintain the Operations Manual.

Assist as part of the wider faculty team at events and functions such as graduation, information and promotions, seminars, student and staff orientations.

ENVIRONMENT AND POSITION CHALLENGES

The Executive Assistant is an important interface between the faculty, the university and the wider community due to the range of services provided and thus the officer is expected to maintain effective communication in all aspects of dealing with the public, students and staff while ensuring that the information given is both accurate and current.

Records management is a significant legislative requirement and the officer is the local expert on the practical implementation of university policy. In this role the Executive Assistant plays a significant part in creating and maintaining the integrity of official records.

The challenge is to set and maintain high standards of quality service and to work effectively in a team environment to promote the Faculty in a professional and consistent manner, particularly during times of peak demand and when dealing with difficult people.

AUTHORITY TO ACT

The Executive Assistant is expected to act within guidelines set by the Faculty Operations Manager and in line with faculty and university policy and procedures.

Safety & Wellbeing responsibilities

All staff must:

·  Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others

·  report all accidents, incidents and hazards to their supervisor as soon as is practicable

Supervisors and managers of staff and facilities must do whatever is reasonably practical to ensure that both the workplace and the work itself are safe, in consultation with staff affected.

ORGANISATION CHART

As attached.

APPROVALS
/
Incumbent
(if currently occupied) /
Supervisor
/
Manager
(minimum level Dean/Director)
Name: / / /
Title: / / /
Signature: / / /
Date: / / /

SKILLS AND ATTIRBUTES

. Good interpersonal skills including verbal and written abilities with attention to detail.

. Ability to work independently and also effectively in a multi-functional team environment.

. Ability to interact productively with a variety of people at different levels especially within the team structure of the faculty administration and across academic program areas.

. Good organizational skills including the ability to prioritise, meet deadlines and effectively implement administrative processes.

. An understanding of the importance of policy, practice and procedures in an administrative environment.

. Ability to deliver high quality customer service and a commitment to continuous improvement.

. Knowledge of records management procedures and their importance under legislation and the ability to assist staff meet university and legislative requirements.

. Good IT skills including use of common office software packages (Word, Excel)

. Ability and willingness to work effectively under pressure, and to provide high quality support by processing large volumes of work while meeting strict deadlines and maintaining a high quality of service

. Ability to contribute solutions to problems, to propose improvements to business process strategies and to contribute to the maintenance of operational procedures.


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