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
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
Assists POD Coordinator in entering requisitions and submitting
travel requests and vouchers for faculty, staff, and graduate
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
KNOWLEDGE, SKILLS, and ABILITIES:
- Receptionist skills.
- Ability to create, compose, and edit written materials.
- Knowledge of supplies, equipment, and/or services ordering and
- Ability to communicate effectively, both orally and in
- Advanced word processing and/or data entry skills.
- Ability to gather and analyze statistical data and generate
- 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
- Ability to analyze and solve problems.
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
- Work is normally performed in a typical interior/office work
- No or very limited physical effort required.
- No or very limited exposure to physical risk.