Administrative Assistant Project Stay

General Statement of Job

This is a federally funded grant position. The Project Stay Administrative Assistant keeps department records, relieves the Project Head of clerical and administrative work, and manages the offices by performing the following duties:

Specific Duties and Responsibilities

Essential Duties:

Manages databases for the Project.

Maintains student files with the highest regard for organization and confidentiality.

Creates monthly budget reports by reconciling receipts and purchase orders using Excel.

Screens incoming calls and correspondence and responds independently when possible.

Serves as receptionist.

Responsible for recruiting, training, and supervising of student workers as budget allows.

Other duties may be assigned.

Education, Experience, and Licenses

High School diploma or GED required. One-year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Preference will be given to candidates who have overcome barriers faced by the students in Project STAY (i.e. socioeconomic disadvantage, First Generation, documented disability).

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write correspondence.
• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• General accounting skills preferred.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to presents facts to faculty for departmental response.
• Ability to deal with a variety of information presented in oral or written formats.
• Ability to deal with non-verbal behavior in assisting with problem resolution.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to effectively operate a computer (Microsoft Word, Excel and Publisher skills required).
• Ability to use (or quickly learn) the Purchase Order, Student Data and other software systems.
• Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
• Ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public), including disgruntled individuals.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.