Administrative Assistant

Hiring Department

Planning Design & Construction

Job Description

Provides general/routine administrative and office support that includes a broad range of duties.

Key Responsibilities

• Perform administrative efforts related to consultant contracts and agreements
• Prepare correspondence with consultants responsible for developing contract documents as related to bid documentation
• Prepare, coordinate, and execute administrative documentation related to planning, design, and construction efforts
• Track and record project related documents including but not limited to agreements, insurance certificates, funding approvals, and permits
• Coordinate efforts related to the advertisement of bid documentation including scheduling, distribution of documents, and amendment of documents related to bid processes
• Prepare monthly time recording, and billing documentation for presentation and approval by direct supervisor
• Support recruitment, interview, and new hire efforts
• Coordinate with Document Center and Archives to comply with process and procedures for document retention
• Process and sign requisitions, vouchers, and documents (for director or under own signature); ensure they are approved/distributed in a timely manner; evaluate requests using own knowledge of appropriate purchase/expenditures to be made.
• Reconcile and process purchasing accounts for departmental staff purchases
• Answer departmental phone, route calls to appropriate person(s), and answer routine office inquires
• Select and schedule meeting facilities, equipment, and meals for conferences/meetings.
• Review/approve requests for services such as printing, building or equipment maintenance, or duplicating services.
• Order supplies and equipment from outside vendors and University departments; maintain adequate stock of supplies and equipment. Verify information on monthly and biweekly payroll rosters, make corrections, and/or record hours worked.
• Gather, organize, and summarize information request by supervisor; ensure accuracy of data/information requested.
• Respond to internal & external requests (salary surveys, federal forms, investment forms, budget appropriation worksheets). Communicate with appropriate technical representatives concerning software/hardware malfunction.

Knowledge, Skills & Abilities

Utilizes working knowledge and learned skills to perform various activities for the job

Possesses basic knowledge of specific processes and procedures needed to perform assignments within own work area

Salary

Salary Range: $13.67 - $23.87

Grade: GGS 006

University Title: OFFICE SUPPORT ASSISTANT IV

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Shift

7:30AM - 4:00PM

Monday through Friday

Minimum Qualifications

High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits

Values Commitment

We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

• Know Your Rights English Version
• Know Your Rights Spanish Version

46517