Administrative Assistant

Position Title

Administrative Assistant

Position Summary

The Administrative Assistant for the Student Success Program supports the office by providing administrative support to ensure timely and proper customer service and communication to students, faculty and staff. This position also provides administrative and project management support including the management of schedules, meetings, internal and external communications, budget requisitions, and supporting activities of the program, as necessary.

Essential Duties and Responsibilities

• Serves as point of first contact for the Student Success Program. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
• Arrange travel for faculty/staff and students:
  • Coordinate travel reservations (air plane, hotel) with the College travel agent;
  • Process registrations, expense reports, van/car rentals, student travel forms.
  
  
• Handle purchases, check requests:
  • Prepare purchase requisitions and check requests;
  • Keep running budget worksheet up to date;
  • Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
  • Order instructional and office supplies according to request;
  • Work with Banner system to maintain departmental and grant budgets;
  • Follow-up on financial documents:
    • Obtain necessary signatures;
    • Check on delivery of items;
    • Process invoices;
    • Track progress in Banner system.
    
    
  • Provide regular feedback to requester on status of outstanding orders, check requests, etc.
  • Maintain copies of all financial documents.
  
  
• Follow-up and maintain files of purchase and other documents including computer based files; also provide copies to the department chair/director for record keeping purposes;
• Maintain inventory of and order office supplies, instructional supplies, and equipment;
• May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
• Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
• Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
• Prepare information for the department and/or supervisor(s) as requested;
• Prepare periodic newsletters and/or flyers for distribution in the department;
• Provide administrative assistance and support to all staff in the department;
• Reserve facilities, coordinate meals and/or refreshments;
• Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);
• Schedule appointments, plan and make arrangements for luncheons and meetings;
• Serve as receptionist for the Department and/or supervisor(s);
• Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
• Process faxed, e-mail, or web-based applications and materials;
• Assist in the selection and provide general instructions to general college and/or work study students.
• Serve as liaison between the Director, students, sometimes parents, and most specifically, other divisions of the College
• Reviewing and processing applications (along with the Director) of Graduate Student and work study applicants;
• Supervising the work of the Graduate Assistant and work study students
• Order and maintain Major Field Tests for departments that request use
• Monitor the computer laboratory spaces for student use
• Skilled at managing multiple priorities and tasks simultaneously
• Adaptable and able to adjust quickly to changing priorities
• Strategic thinker who looks ahead to identify opportunities and solutions
• Careful and thorough in completing tasks with accuracy

Required Qualifications

High School Diploma and three years of related work experience are required. Some college is preferred.

This position requires strong customer service focus, excellent communication, verbal and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees, and the general public in one-on-one or group situations. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This work requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet. Requires the ability to type 45 wpm.

Preferred Qualifications

Some college is preferred.

Certifications, Licenses, Restrictions

NONE

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Full Time/Part Time: Full-time

Work Location/Schedule

This position is eligible for a hybrid work arrangement.

Posting Number: SC0957P

Open Until Filled: Yes

Tagged as: Employment