Under limited supervision of a assigned supervisor, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis.
Supervises the work flow for the department administrative or clerical staff; assigns duties and prepares documentation for budget reconciliations payroll; supervises various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities; may develop and implement methods and procedures for monitoring work activities, and recommends measures to improve methods, performance, and quality of product or service. Provides clerical and administrative support for management and department staff, including initiating, drafting, and proofreading correspondence, preparing letters or memorandums, disciplinary reports, hiring requests, and purchase requisitions; compiles, generates and distributes reports and surveys as needed or requested works with other offices to complete the posting of syllabi and vitae, files correspondence and other records; responds to correspondence independently when possible; routes priority mail to director. Acts as a liaison for management by effectively interacting with faculty and campus personnel. This position may be responsible for ensuring a timely and accurate processing of personnel action paperwork; maintains attendance reports for classified and A P personnel; acts as custodian of university Arranges programs, events, conferences, trainings, and meetings by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget; arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.May supervise or perform the reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. Maintains a high degree of confidentiality on all sensitive information this position is privy to; manages supervisor calendars and independently schedules appointments and performs other assigned duties as required.
Other related functions as assigned.
High school with at least four years of Administrative Assistant I or comparable experience. Knowledge of all business machines; PC and all applicable software; database. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Must have sufficient oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins, as described above. Equivalent combination of relevant education and experience may be substituted as appropriate.
Associates degree and more than four years as Administrative Assistant I or comparable experience.
May work around standard office conditions Repetitive use of a keyboard at a workstation Climbing of stairs Lifting and moving