Administrative Assistant 1 (Part-Time)

Position Overview:

Performs general administrative and office support activities; may support faculty, professionals, or a team. Performs word processing and data entry. Maintains file system and department or customer records. Prepares reports and presentation materials and makes copies. Receives and responds to correspondence, manages multi-line telephone system, and may manage department email inbox. Receives and directs visitors and may perform customer service related duties. Sets up for meetings and events, books appointments, manages calendars and/or event spaces. Makes travel arrangements, orders and maintains an inventory of supplies, and makes purchases/complete requisitions. Generates basic reports, transcribes minutes from meetings, and conducts general research. May handle confidential information.

Department Specific Essential Job Functions:

Prepares correspondence, reports, memorandums, fax messages; schedules appointments and maintains department's calendar. Makes physical arrangements for meetings and notifies persons of lime and place as directed. Establishes and maintains files for official records and documents. Maintains records which may require follow-up action, with responsibility for currency and accuracy. Greets, screens, and directs visitors to appropriate personnel. Answers telephone and answers questions and/or refers call to proper persons, takes messages for professional staff. Opens, sorts, scans, tags for response, and distributes most incoming and outgoing mail.

Assists the director and professional staff with preparation and arrangements for special events. Responsible for maintaining and ordering supplies as needed. Assists with monitoring the front desk. May supervise student workers for the office. Attends departmental meetings to take notes. Sets up and types reports and similar presentations following prescribed format, but requiring some independent judgment. Assists in support of academic advising and communication with faculty, staff and students in a professional manner. Performs other duties as assigned.

Job Level:

Scope & Impact: This position is an entry level position, responsible for performing a variety of clerical/administrative support, or manual labor, tasks with predictable, prescribed impact on a particular work group.

Communication & Interaction : Limited interaction within and outside the University. Refers inquiries to appropriate individuals.

Effective Knowledge: Demonstrates ability to execute tasks according to standard operating procedures and/or direction, with supervision/guidance readily available if needed.

Problem Solving & Judgement : The job consists of repetitive manual or tasks that are covered by specific procedures or close supervision.

Budget Authority: May compile data for budget preparation.

Policy & Procedure Authority: Primarily responsible for executing routine procedures with direction from senior staff.

Reporting Relationships : Generally supports a manager or director-level leader and reports to a senior level administrative professional. May receive basic operational direction and guidance from senior support staff.

Supervisory & Team Leadership Responsibilities : None.

Qualifications

Qualifications Required:

Performs administrative or manual tasks. Typically requires general education or vocational training or equivalent combination of education and experience.

Qualifications Preferred:

Experience in a higher education environment. Two years of college or a secretarial certificate.

Knowledge/Skills/Abilities:

Skill and Behavior: Ability to listen and follow instructions; ability to work with others in a team environment; read and comprehend instructions; demonstrate respect in interactions; honesty and integrity.

Knowledge of basic office procedures and practices.

Must be computer literate in the use of word processing software, preferably Microsoft Office.

Excellent telephone etiquette, communication, organizational and public relations skills.

Ability to work well with others.

Ability to operate office equipment.

Ability to multi-task.

Demonstrate and warm and caring professional service-oriented attitude.

Ability to work well in a busy environment.

Will this employee supervise others?

No

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.