Executive Secretary

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Job ID

61253

Location

St. Louis

Full/Part Time

Full-Time

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Hiring Department

Precollegiate Program

Job Description

Position Summary

This position provides day-to-day supervision of student employees and administrative functions for the UMSL Bridge Program within the Office of Precollegiate Student Services. The role combines high-level administrative leadership with hands-on program support, ensuring efficient office operations, fiscal integrity, and seamless coordination across enrollment-focused initiatives.

The incumbent exercises independent judgment, manages complex administrative processes, and supervises student employees. This position plays a critical role in advancing program effectiveness, supporting student success initiatives, and aligning operational processes with broader Enrollment Management goals.

Key Responsibilities

1. Office Operations & Program Administration

• Oversee and coordinate daily administrative operations for the Bridge Program and affiliated initiatives
• Develop, implement, and improve office procedures to enhance efficiency and service delivery
• Manage complex scheduling, communications, and logistical coordination for programs, events, and staff
• Serve as a central point of contact for students, families, campus partners, and community stakeholders

2. Fiscal & Data Management

• Process financial documentation (e.g., purchasing, credit card reconciliation, payroll records)
• Maintain accurate program, student, and personnel data across databases and reporting systems

3. Supervision

• Provide day-to-day supervision of student employees
• Coordinate workflow, assign tasks, and monitor quality and timeliness of work
• Ensure alignment of administrative functions with program and departmental goals

4. Enrollment & Student Support Functions

• Support student application and registration processes for precollegiate programs
• Assist with communication strategies related to recruitment, onboarding, and retention

5. Program & Event Coordination

• Assist with planning and execution of program events, workshops, and academies
• Coordinate logistics, including facilities, materials, and communications
• Support development and dissemination of program materials (flyers, brochures, certificates, reports)

6. Strategic Support & Problem Solving

• Analyze operational challenges and help to implement solutions to improve processes
• Support leadership with special projects, reporting, and cross-functional initiatives
• Contribute to continuous improvement efforts aligned with Bridge Program growth and impact

Supervision Received

Works under the general direction of the Director of the Office of Precollegiate Student Services, exercising considerable independence in daily operations.

Supervision Exercised

• Direct supervision of student employees
• Functional oversight of program support activities across teams

Shift

40 hours/week. Monday through Friday

Minimum Qualifications

Bachelor's degree or equivalent combination of education and experience and at least 2 years of experience from which comparable knowledge and skills can be acquired is necessary; 1 of these years must be spent supervising

Preferred Qualifications

Preferred Qualifications

• Experience in higher education, college access programs, or enrollment management
• Experience with budget tracking and financial processes
• Familiarity with student information systems and database management
• Experience supporting large-scale youth or precollegiate programming

Knowledge, Skills & Abilities

• Strong organizational and project management skills
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Ability to analyze problems and implement effective solutions
• Demonstrated ability to work collaboratively across departments
• Proficiency in Microsoft Office Suite and data systems

Anticipated Hiring Range

$19.25-$23.00

Grade: GGS-008

University Title: OFFICE SUPERVISOR

Internal applicants can determine their University title by accessing the Talent Profile tile in myHR.

Application Materials

• Application materials include a cover letter and resume. Finalists will be asked to provide references at a later date.
• Applicants must combine all application materials into one PDF or Microsoft Word document and upload as a resume attachment to the UMSL Careers: https://www.umsl.edu/services/hrs/careers/index.html
• Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.). For questions about the application process, please email employment@umsl.edu. If you are experiencing technical problems, please email umpshrsupport@umsystem.edu.

Sponsorship Information

Employment visa sponsorship is not available for this position.

Benefit Eligibility

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please email the Office of Human Resources at umslhr@umsl.edu.