Executive Secretary

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 Office Operations & Program AdministrationOversee and coordinate daily administrative operations for the Bridge Program and affiliated initiativesDevelop, implement, and improve office procedures to enhance efficiency and service deliveryManage complex scheduling, communications, and logistical coordination for programs, events, and staffServe as a central point of contact for students, families, campus partners, and community stakeholders Fiscal & Data ManagementProcess financial documentation (e.g., purchasing, credit card reconciliation, payroll records)Maintain accurate program, student, and personnel data across databases and reporting systems SupervisionProvide day-to-day supervision of student employeesCoordinate workflow, assign tasks, and monitor quality and timeliness of workEnsure alignment of administrative functions with program and departmental goals Enrollment & Student Support FunctionsSupport student application and registration processes for precollegiate programsAssist with communication strategies related to recruitment, onboarding, and retention Program & Event CoordinationAssist with planning and execution of program events, workshops, and academiesCoordinate logistics, including facilities, materials, and communicationsSupport development and dissemination of program materials (flyers, brochures, certificates, reports) Strategic Support & Problem SolvingAnalyze operational challenges and help to implement solutions to improve processesSupport leadership with special projects, reporting, and cross-functional initiativesContribute 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 employeesFunctional 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 managementExperience with budget tracking and financial processesFamiliarity with student information systems and database managementExperience supporting large-scale youth or precollegiate programming Knowledge, Skills & Abilities Strong organizational and project management skillsAbility to manage multiple priorities in a fast-paced environmentExcellent written and verbal communication skillsHigh attention to detail and accuracyAbility to analyze problems and implement effective solutionsDemonstrated ability to work collaboratively across departmentsProficiency 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.htmlLimit 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.