Senior Administrative Assistant

Job Title:                Senior Administrative Assistant

Classification:        Administrative

Division:                 Academic Affairs

Department:            Office Academic Affairs

Reports To:             Provost/ Dean of Faculty

FLSA Status:           Non-Exempt

JOB SUMMARY:

Reporting to the Provost/ Dean of Faculty, the Senior Administrative Assistant provides administrative support
to the Provost. This is a professional-level support position. Confidentiality and efficiency are important
attributes associated with this position.

Within established department procedural guidelines, the incumbent performs advanced complex and high-volume
administrative support functions to complete assigned duties and comply with University policies and
external/governmental agency regulations. Essential job functions may include but are not limited to, the
following:

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage office workflow to meet the university’s performance objectives and ensure operational efficiency.
• Oversee and maintain an organized office and protect sensitive/confidential information.
• Perform general business and budgeting procedures. Ensure activities and spending requests are in conformance with office budgets.
• Works closely with the Provost to conduct research; drafts, prepares, and distributes final versions of documents, spreadsheets, presentations, and reports as needed.
• Assist with preparation for meetings, including preparing minutes.
• Coordinates the day‐to‐day operation of the office. Assists in the management and coordination of the Provost’s calendar, meetings, and events.
• Manages all travel arrangements for the Office of the Academic Affairs.
• Monitors all faculty related travel, and monitors faculty travel budgets to ensure compliance with the Collective Bargaining Agreement and other institutional policies.
• Works closely with the other university offices to reconcile travel expenses.
• Answers telephone, greets visitors, and serves as a contact for faculty, staff, students, and parents with divisional inquiries.
• Provides needed departmental assistance for the College’s clerical pool as required by the Dean.
• All other relevant duties as assigned.

EDUCATION:

• 60+ college credits, Associate’s degree.

EXPERIENCE:

• Specialized training or certification in related area, or five or more years of related and commendable work experience.

QUALIFICATIONS:

• Demonstrated expert knowledge of office procedures and business machine operation;
• Outstanding customer service, multi-tasking, time management, organization, and
  interpersonal communication skills;
• Ability to build and maintain effective working relationships and interact professionally with
  all levels of staff, students, parents, vendors, clients, and visitors;
• Exceptional analytical, communication, and technical skills;
• Proficiency in MS Office Suite of Applications or automated departmental systems;
• Work well independently and in a team environment;
• Demonstrated ability to use good judgment, follow through on assigned tasks, and maintain confidentiality; and
• Commitment to professional development.

PHYSICAL DEMANDS:

Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, and bend and reach.

WORK ENVIRONMENT:

Work is primarily performed in a university campus environment and requires a flexible schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.

Lincoln University is an equal opportunity employer and encourages women, people of color, individuals with disabilities, and veterans to apply The University is committed to enriching its educational experience and its culture through the diversity of its faculty, administration, and staff.