Administrative Assistant I

Classification Title:

Administrative Assistant I

Job Description:

This position serves as receptionist and fiscal processing support for the administrative office of the Department of Industrial and Systems Engineering (ISE) in the College of Engineering.

• Front desk/reception duties, including:

This position handles duties as the receptionist such as answering the phones, greet students, faculty and visitors to ISE. When the mail is delivered every day, this position distributes the mail to the appropriate mailboxes.

This position is also responsible for assisting faculty and staff send and receive packages via USPS, FedEx and UPS, which includes opening the delivered packages, alerting appropriate parties and scanning packing lists for the fiscal team. The Administrative Support Assistant monitors allocation of keys and after-hours access for faculty, staff and ISE student assistants including logging keys issued and returned. This position will assist with ordering office supplies, including items for faculty and staff (not stored in main office). This position assists in managing calendars for conference and seminar rooms that are allocated to ISE.

At the end of the day this position is responsible for the tidiness of the main office, main conference room, mail room and break room as well as closing the main office, making sure all doors are locked and secured and all lights are off. This position maintains and updates the faculty and staff directory. This position submits facilities work-order requests.

• General administrative duties, including:

This position will address tasking by the Chair's Administrative Assistant (CAA) and serve as backup to CAA in scheduling meetings on ISE Chair's calendar. The incumbent will assist with obtaining signatures on yearly faculty evaluations and on other documents.

This position will assist faculty with tasks such as making photocopies, stapling documents, pocket folder creation and shredding. This position also will print exams, posters (using large format plotter) and other needed items for faculty, staff and students. The Administrative Support Assistant must maintain confidential and sensitive information in written and verbal communications, including adhering to FERPA and standards of professional practice.

This position assists with planning of department events, including booking rooms, finding and contacting food vendors, obtaining needed materials, setting-up and breaking-down events. This position will assist with seminar and guest speakers in arranging itinerary, travel lodging, and dinner reservations.

• General fiscal duties, including:

This position will address tasking by Associate Director of Administrative Services and serve as backup to Fiscal Assistant ½ for some travel and reimbursement processing. This position will assist with travel processing and procurement for departmental student activities, such as Senior Design travel and ISE Student Organization procurement needs as well as assist with processing faculty employee reimbursements, as well as other fiscal assistance as requested by the Associate Director, Administrative Services.

• Perform other duties as assigned by supervisor.