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Administrative Assistant II

Job Details

Posting Details

Position Information

Job Title

Administrative Assistant II

FLSA Status

Salaried Non Exempt

Posted Salary Range

Commensurate with experience

Employment Status

Full Time

Department

Women's Business Center

Job Summary

The incumbent is generally the primary or lead administrative support position in the department and performs duties as assigned, working independently, applying well-developed secretarial and office support knowledge, while exercising independent judgment and initiative.

Knowledge Skills and Abilities

• Knowledge of business fundamentals
• Knowledge of Microsoft Office Suite
• Knowledge of Banner, preferred
• Knowledge of Client Record Management System ( CRM ) for internal job functions, preferred
• Experience working in professional office setting and interacting with small business owners
• Strong interpersonal skills, and the ability to work with and support diverse individuals and populations
• Exceptional customer service and communication skills, written and verbal
• Excellent Active Listening skills, giving full attention to what clients are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Strong organization and time management skills
• Strong attention to detail and ability to accurately review and record information
• Ability to interact with diverse stakeholders such as clients, internal staff, community partners, government agencies, and other stakeholders
• Personality and disposition characterized by collaboration, collegiality, accountability, and empathy

Essential Job Functions

• Greet clients, stakeholders, and visitors; determine which WBC staff they should be directed to for their particular needs
• Work with the WBC Director and Business Trainers to coordinate details (date, time, location, etc.) of group training seminars, webinars, or workshops
• Create group training seminar, webinar, or workshop event postings in CRM
• Update universal slide decks for WBC Business Trainers’ presentations with new graphics and branding consistency
• Assist the Director in coordinating the marketing efforts of the WBC with the ASU Office of Marketing and Communication
• Assist in coordinating the marketing efforts and logistics for WBC group training seminars, webinars, or workshops, including flyers, sending materials to speakers for program execution, collecting and analyzing registration and survey results, coordinating any event follow-up activities, and assisting with creating copy and posting to social media
• Assist Director in preparing presentations and materials for events
• Responsible for data entry and database management, in CRM, to accurately record client information and outcomes
• Assist in WBC market outreach activities as assigned.
• Assist in management of WBC social media sites as assigned
• Answer phone calls and direct calls to appropriate parties or take messages
• Open, sort, and distribute incoming correspondence, including faxes and email
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
• Prepare invoices, requests, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Maintain and retrieve detailed records, documents, and reports
• Prepare responses to correspondence containing routine inquiries
• Manage and maintain WBC Director schedule
• Make travel arrangements for WBC Director
• Conduct research, compile data, and prepare papers for consideration and presentation to WBC Director
• Meet with individuals, special interest groups, and others on behalf of WBC Director
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for advisory board meetings, and other meetings.
• Attend meetings to record minutes
• Compile, transcribe, and distribute minutes of meetings
• Work with clients in terms of registration, enrollment, and coordination of participation in WBC programs

Qualifications

High school diploma; some college preferred.
Two to three years of office experience preferred.

Licensing and Certifications

N/A

Physical Requirements

Work in noisy (above 85 decibels) areas

Sedentary Work - Exerting 10 pounds

Occasionally

Light Work - Exerting up to 20 pounds

Medium Work - Exerting 20-50 pounds

Heavy Work - Exerting 50-100 pounds

Very Heavy Work - Exerting in excess of 100 pounds

Travel

Occasionally

Extended Work Hours

Occasionally

Posting Detail Information

Posting Number

S749

Number of Vacancies

1

Location

Natchez

Position End Date (if temporary)

Open Date

12/01/2022

Close Date

Open Until Filled

Yes

EEO Statement

Alcorn State University

Equal Employment Opportunity and Notice of Non-Discrimination
Alcorn State University is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Alcorn State University is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Advertising Summary

Excellent Benefits Package

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. Unofficial Transcripts
  4. Letter of Recommendation (Professional)
  5. Letter of Recommendation (Personal)
  6. Letter of Recommendation (Professional or Personal)
Optional Documents

Company

 Alcorn State University

A great educational choice, Alcorn State University in Mississippi is a place of purpose, history, and discovery, and the nation's oldest, land-grant HBCU

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