Administrative Assistant, Academic Affairs

SUMMARY

Provides ongoing administrative support to all areas of Academic Affairs such as; the Office of Academic Affairs, the Academic Colleges, University College, and Educational Design and Effectiveness.

Manages information on Share Point: writes, edits, and mails correspondence as needed; maintains accurate files; schedules appointments and makes travel arrangements when needed; provides accurate and timely information to callers and visitors; and otherwise relieves officials of administrative detail by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other related duties may be assigned.

• Maintains shared calendars for the Academic Affairs Leadership.

• Maintains strict confidentiality of student, faculty, and staff information and files.

• Routes incoming and outgoing mail. Locates and attaches appropriate files to correspondence.

• Composes, edits, and mails routine correspondence.

• Files correspondence and other records, and maintains files and records for all areas of Academic Affairs.

• Processes Purchase Requisitions for payment or reimbursement.

• Compiles and types statistical reports as requested.

• Assists with event planning for Academic Affairs events including conferences, symposia, and similar events, (including required engagement at Honor Society Induction ceremonies, Graduation, and Honor's Convocation).

• May arrange travel schedules, reservations, business meetings, and conferences.

• Upon request, records minutes of meetings.

• Monitors and orders office supplies.

• Supports full-time and adjunct faculty, as needed.

• Maintains a detailed account of budgetary expenditures.

• Maintains professionalism in all aspects of the job. Greets visitors and callers cordially, ascertains nature of business and connects visitors to appropriate person. Collects information from faculty, staff and students to reply to an inquiry.

• Must be proficient in Share Point, Outlook, Excel, and Word and demonstrate competency with systems for Colleague, Campus Labs, ADP, Concur and, Adobe Acrobat Pro.

Supervisory Responsibilities

May supervise students and other temporary or part-time employees in the department. Carries out supervisory responsibilities in accordance with the University's policies and applicable laws. Responsibilities include training, planning, assigning, and directed work; addressing complaints and resolving problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

Associate's degree(bachelor degree, preferred); or two years related experience and/or training; or equivalent combination of education and experience.

Technical Skills

Ability to key at a minimum speed of 55 wpm. Proficiency with Word, Excel, PowerPoint, and Share Point. Ability to use office procedures to organize work flow. High attention to detail.

Language Skills

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.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret graphs.

Interpersonal Skills

Ability to interact effectively and professionally with others. Ability to maintain confidentiality, including but not limited to student records and faculty contracts.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjunct focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.