Administrative Assistant II

To provide skilled administrative support and routine administrative support to the head of a large department and the departmental staff and/or faculty in an academic or non-academic area. Maintains financial data, which includes monthly budget and status reports.

Description of Duties

• Provides direct administrative support to the administrator of a large department.

• Creates letters, memos, reports, requisitions, and other material based on generic direction.

• Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.

• Handles travel arrangements for supervisor and other office personnel.

• Responsible for all routine administrative functions and correspondence.

• Composes letters, memos, reports, requisitions, research papers, class related papers, exams, and other material from rough drafts or notes from a superior.

• Acts as receptionist.

• Screens visitors and telephone calls.

• Makes appointments.

• Orders supplies and arranges for repair of equipment.

• Organizes and maintain records and filing systems.

• May assist in processing various student forms and requests for the appropriate review and approvals.

• May provide general program information and materials to students and/or direct students to the appropriate student services resources.

• May assist in coordination, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment & education.

• Processes personnel actions upon direction of the supervisor.

• Monitors complex records and prepares reports from a variety of materials.

• Monitors expenditures and income against the budgets, maintains accurate accounting ledgers and facilitates monthly reconciliations of accounts. Maintains a wide variety of academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.

• Keeps and maintain inventory and personnel records.

• Receives, sorts and distributes mail.

• May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.

• May track vacation, arrange for back-up coverage and process time cards for any assigned employees.

• Performs other duties as assigned.

Supervision Received

General supervision from Chair or Director of a large Department with at least 10 regular FTE's.

Supervision Given

May supervise support staff and temporary employees.

Required Education

Associate degree in a related field or experience as outlined below.

Preferred Education

None.

Licenses/Certifications

None.

Required Experience

Three (3) years of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.

Preferred Experience

Experience obtained within higher education.

Equipment

Knowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.

Working Conditions

Needs to be able to successfully perform all required duties. Excellent, professional office environment; some travel and weekend work is required. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Other

Must have excellent customer service, interpersonal, organizational, and verbal skills.

Physical Capabilities

N/A

Employment Category Full-Time Minimum Salary Commensurate with Experience Posted Salary Commensurate with Experience Position Available Date 05/21/2024 Grant Funded Position No If Yes, Provide Grant Expiration Date