Program of Distinction Administrative Asst.

TITLE: Program of Distinction Administrative Assistant

DEPARTMENT: School of Aquaculture and Aquatic Sciences

REPORTS TO: Chair, School of Aquaculture and Aquatic Sciences

EFFECTIVE DATE: Position will remain open until filled

EMPLOYMENT STATUS: Full-time

EMPLOYMENT CLASSIFICATION: Non-Exempt

PRINCIPAL PURPOSE OF JOB: The Program of Distinction (POD) Administrative Assistant serves as the front desk receptionist for the Aquaculture Research Center. The successful candidate provides administrative support for the department/division such as answering telephones, assisting visitors, and resolving and/or refe rring a range of administrative problems and inquiries.

SCOPE OF RESPONSIBILITY: Under the direction of the Program of Distinction Coordinator, performs a variety of administrative and staff support duties for the School of Aquaculture, which requires a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents some of which are of a confidential or sensitive nature.

ESSENTIAL JOB FUNCTIONS:

Serves as the front desk receptionist for the Aquaculture Research Center. Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.

Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.

Maintains a calendar of scheduled tours, visits, and/or other similar activities for the Aquaculture Research Center; to include coordinating with other staff to ensure tours, visitor and records are complete and updated. Maintains a sign in log.

Maintains, organizes, and schedules use of conference room.

Assists POD Coordinator in entering requisitions and submitting travel requests and vouchers for faculty, staff, and graduate students.

Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data and performs routine analyses and calculations in the processing of data for recurring internal reports.

Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries. Maintains standing orders for UPS

Maintains and tracks balance of standing order with Staples. Monitors supplies, assesses needs, and submits orders to POD coordinator for placing.

Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS: High school diploma or GED with 1 to 3 years experience directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, and ABILITIES:

• Receptionist skills.
  
  
• Ability to create, compose, and edit written materials.
  
  
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
  
  
• Ability to communicate effectively, both orally and in writing.
  
  

• Advanced word processing and/or data entry skills.
  
  
• Ability to gather and analyze statistical data and generate reports.
  
  
• Database management skills.
  
  
• Ability to maintain calendars and schedule appointments.
  
  
• Records maintenance skills.
  
  

• Ability to record and transcribe meeting minutes.
  
  
• Ability to gather data, compile information, and prepare reports.
  
  
• Ability to analyze and solve problems.
  
  

PHYSICAL REQUIREMENTS:

• Work is normally performed in a typical interior/office work environment.
  
  
• No or very limited physical effort required.
  
  
• No or very limited exposure to physical risk.
  
  

Internal candidates are encouraged to apply

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over the sponsorship of an employment visa.