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Administrative Assistant III

TITLE: Administrative Assistant III - Information Technology

DEPARTMENT: Information Technology

REPORTS TO: VP Finance & Administration/Chief Info

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS: Full -Time

EMPLOYMENT CLASSIFICATION: Non-Exempt



PRINCIPLE PURPOSE OF JOB:

Under general supervision, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises lower graded staff. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

SCOPE OF RESPONSIBILITY:

  • Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
  • Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation including but not limited to memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Manage extremely sensitive and confidential data/information securely.
  • Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  • Assist with the triage and prioritization of tasks, projects or issues in a fast-paced environment requiring sound judgement, discretion, and accuracy.
  • Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, monitors and supports the progress of critical deliverables and ensure follow-up on pending tasks.
  • Undertakes specialized project assignments as required. Generates comprehensive reports and
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Establishes, updates, coordinates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Performs miscellaneous job-related duties as assigned.




  • ESSENTIAL JOB FUNCTIONS:
    • Education/experience: Successful completion of at least 60 college-level credit hours is preferred; at least three (3) years of experience that is directly related to the duties and responsibilities
    • Ability to work efficiently, set priorities, and handle multiple tasks
    • Ability to be accurate, articulate and diplomatic in communications
    • Ability to effectively focus on priorities with attention to detail and organization
    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
    • Ability to create, compose, and edit written materials.
    • Advanced Microsoft Office Skills.
    • Ability to gather data, compile information, analyze information and prepare reports.
    • Ability to communicate effectively, both orally and in writing.
    • Database management skills.
    • Records maintenance skills.
    • Exceptional organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and shifting deadlines.
    • Demonstrated ability to maintain confidentiality.
    • Ability to make administrative/procedural decisions and judgments.
    • Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
    • Ability to anticipate and prioritize tasks proactively.
    • Proficient in exercising judgment even in situations with incomplete information.
    • Demonstrated expertise in high-level computer skills and a proven track record of advancing technical abilities.
    • Ability to supervise and train assigned staff.
    • Ability to analyze and solve problems.
    OTHER DUTIES:

    Position requires: a) frequently organizing resources and participating in planning in areas of complex projects, operations and/or events for the department; b) using independent judgment in problem-solving of complex operating issues; c) serving as primary administrative and operational liaison with internal and external department/agencies; and d) advanced computer skills.

    PHYSICAL REQUIREMENTS:
    • Work is normally performed in a typical interior/office work environment.
    • No or very limited physical effort is 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 sponsorship of an employment visa

    KENTUCKY STATE UNVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.



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