Administrative Assistant I Social Work

Employer: Kentucky State University
Location: Kentucky, United States
Salary: Salary Not Specified
Date posted: Jul 8, 2022

Position Type: Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Other Student Affairs, Student Activities & Services
Employment Level: Administrative
Employment Type: Full Time

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TITLE: Administrative Assistant I

DEPARTMENT: School of Social Work

REPORTS TO: Chair of Social Work

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS: Full-time

EMPLOYMENT CLASSIFICATION: Non-exempt

PRINCIPAL PURPOSE OF JOB:

Under general supervision, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises lower graded staff. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

SCOPE OF RESPONSIBILITY:

We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

Provide administrative support to the School of Social Work and to other individuals in the Student Affairs divisions as needed. Manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision.

ESSENTIAL JOB FUNCTIONS:

Receive and assist visitors and telephone callers, referring them to the supervisor or other offices as appropriate. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
Provide administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, and necessary office supplies; monitor office expenditures to assure purchases are within budget.
Initiate and process forms such as purchase orders, requisitions, travel forms, printing requests, and travel expense reimbursements. Attend to travel arrangements for the divisions as requested.
Prepare divisional reports, board reports and grant reports as needed, within established deadlines.
Maintain the Dean’s calendar, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Deans are involved. Serve as the recorder and minute taker for the Campus Life Committee and the Diversity, Equity and Inclusion Committee.
Work with Disability Services staff to handle activities related to intake of students such as receiving confidential documentation, scheduling student appointments, and follow-up phone calls.
Evaluate all incoming correspondence to determine which matters require the Dean’s immediate attention.
Assist with various special events, activities, assignments and projects as assigned including the Annual Academic Awards Ceremony, Commencement, and New Student Orientation.
Maintain confidentiality in all matters related to the Dean including organizational plans, student conduct and related matters, salary and benefits, and personnel matters.
Collaborate with the Security Department in contacting students regarding lost & found items.
Perform other job-related duties as assigned.

OTHER DUTIES: Perform other duties as assigned.

QUALIFICATIONS:

Education/Experience: Successful completion of at least 60 college-level hours is preferred; at least three (3) years’ of experience that is directly related to duties and responsibilities specified.

KNOWLEDGE, SKILLS, and ABILITIES:

Ability to create, compose, and edit written materials.
Knowledge of human resources concepts, practices, policies, and procedures.
Ability to communicate effectively, both orally and in writing.
Database management skills.
Ability to use graphic design software (e.g., Adobe Illustrator, Affinity Designer, DrawPlus, etc.)
Records maintenance skills.
Demonstrated ability to maintain confidentiality.
Ability to make administrative/procedural decisions and judgments.
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
Skill in the use of personal computers and related software applications.
Ability to train assigned staff.
Skill in organizing resources and establishing priorities.
Knowledge of general accounting principles.
Ability to gather data, compile information, and prepare reports.
Ability to analyze and solve problems.
Knowledge of computerized information systems used in financial and/or accounting applications.

SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility.

PHYSICAL REQUIREMENTS :

Work is normally performed in a typical interior/office work environment.
No or very limited physical effort required.
No or very limited exposure to physical risk.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

Administrative Assistant I Social Work

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