Administrative Assistant - Part-time

Administrative Assistant - Part-time

College of Arts and Sciences

Department of Physics

JOB SUMMARY:

Provide clerical and administrative support for the department Chair and faculty in the Physics department.

Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children. The salary for this position is $28,197. Pre-employment assessment on Microsoft Word and or Excel will be conducted.

REPORTS TO: Department Chair

RESPONSIBILITIES & DUTIES:

Documentation and Information Management

1. Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.
2. Compose and respond to routine correspondence.
3. Proofread and edit documents for accuracy, formatting and completeness.
4. Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.
5. Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.
6. Create and/or maintain filing systems.
7. Maintain departmental records; keep separate confidential records when instructed.
8. Prepare and process various forms, e.g., admissions forms and other forms.
9. Maintain financial and/or student records and databases, and update them as necessary.

Communications and Customer Service

1. Provide information, as directed, to faculty, students, employees, and the general public.
2. Interact with students, staff and administrators throughout the University to resolve problems.
3. Respond to routine inquiries regarding departmental matters.
4. Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.
5. Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.
6. Furnish information on the department's rules and regulations, when authorized.
7. Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.
8. Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.
9. Interview and/or supervise student employees, Interns, Volunteers, etc.
10. Assist in training new employees in various office duties/use of office equipment.
11. Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing

1. Prepare routine reports, including drafts, using information received from various sources.
2. Process purchase orders and supply orders; verify deliveries.
3. Verify inventory and supplies reports on request. Order supplies as needed.
4. Assist supervisors in specialized office functions.
5. Prepare work orders, monitor expenditures and budgets.
6. Make travel arrangements for interviewees, employees and university guests.
7. Receive and distribute mail for the unit/department/college.
8. Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.
9. Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.
10. Assist in preparing and distributing materials such as recruitment documents.
11. Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.

Other

1. Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
2. Perform other job-related duties as assigned.

REQUIREMENTS (Knowledge, Skills and Abilities):

1. Ability to prioritize workload according to volume, urgency, etc.
2. Good organization skills and attention to detail.
3. Good interpersonal skills.
4. Ability to handle multiple tasks effectively and accurately.
5. Ability to be discrete and maintain high confidentiality on a wide range of issues.
6. Good verbal and writing skills.
7. Knowledge of University policies and procedures.
8. Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.
9. Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:

1. Ability to sit at a desk for long periods of time.
2. Ability to work on a computer for long periods of time.
3. Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. High School diploma is required.
2. Associate's degree in Business or Secretarial skills is preferred.
3. Five years of secretarial experience is required.

HOURS:

1. Twenty-five (25) hours per week.

POSITION(S) SUPERVISED:

1. Student Employees.

To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2796 jeid-844d091c98d1a84289288d5751d740a5