Administrative Assistant III-OOGAO

Administrative Asst III-OOGAO 993347

Position Overview:

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions:

Prepares correspondence, reports/memos, fax messages, schedule appointments and maintains department Director's calendar. Assists front desk staff with greeting all visitors and handles incoming calls to the office. Assists the Head of Global Affairs as needed. Opens, sorts, scans, tags for response, and distributes all incoming and outgoing mail. Orders and maintains record of supplies and equipment for the department, with appropriate forecasting measures to maintain good accounting standing. Performs data analysis as appropriate for office. Assists with date input and data collection from department and staff. Assists Financial Manager to prepare monthly budget updates for management with forecasting measures. Assist with Agent commissions. Update, prepare and process pro-card statements for Financial Manager. Coordinates monthly and/or bi-weekly meetings as needed. Conducts research and data gathering for management utilized in development of office functions. Develops policies and procedures related to office management, student employment and management, and other related processes. Implements and directs all forecasting for budgetary procedures Coordinates the planning and development of special events with staff. Creates on-line requisitions for employment and other purchases as needed. May submit modifies through the Paycom system. Assist in supervising student workers and clerical staff. Provide assistance to DSO advisors as needed. Performs other related tasks as assigned. May be responsible for managing calendars and appointments, event and meeting planning.

Working knowledge of personal computers and word processing software which may include, but are not limited to proficiency in Word, WP, Excel, Access and Publisher. Exercises appropriate discretion, initiative and independent judgment. Knowledge of office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests and education. Requires in-depth knowledge of university policies and procedures, departments and colleges. Must be service-oriented and a team builder and player. Ability to work well under pressure. Detail oriented with strong organizational skills with the ability to interact with all levels. Excellent proofing and editing skills.

Qualifications Required:

Performs administrative or manual tasks. Requires general education or vocational training and 6+ years of relevant experience in chosen field or equivalent combination of education and experience.

Qualifications Preferred:

Some College or Bachelor's degree preferred. Three or more years of experience in an office setting. Work experience in a higher education setting preferred. Three to four years' experience in customer service, office management, bookkeeping or financial tracking. Experience with these computer programs: Microsoft Office 365, Banner, Paycom, Concur (travel software).

Knowledge or some experience with international students helpful.

Knowledge/Skills/Abilities

Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and give attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in busy and stressful situations. Must be self-motivated. Ability to listen and synthesize directives.

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.