Administrative Assistant II

Purpose of Job

The Administrative Assistant II will manage office operations and perform clerical tasks in support of the Associate Dean of Academic Programs, AG Student Services, and chairperson and personnel for the Department of Agriculture. The Administrative Assistant II will work under direct supervision of the Associate Dean of Academic Programs and Chairperson of the Department of Agriculture.

Scope of Responsibilities

The Administrative Assistant II is a member of the support staff unit of the Alcorn State University School of Agriculture and Applied Sciences. The scope of the responsibility is: to provide overall clerical support; greet visitors and answer/screen telephone calls and route telephone calls to the appropriate individuals; to attend and participate in professional development trainings and workshops; to attend staff conferences as requested and assist with special work projects.

Essential Job Functions

· Formats, keyboards and proofreads correspondence, manuscripts, grants, reports and other material.
· Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates and signatures
· Composes routine correspondence and written material
· Greets visitors. Answers and screens telephone calls. Assesses nature of business. Refers visitors and callers to the appropriate individual(s)
· Obtains information from a variety of sources and prepares routine summaries as requested
· Makes travel arrangements
· Schedules and coordinates meetings and appointments
· Collects, sorts and distributes mail, referring the mail to appropriate individuals, including faxes and emails on a daily basis.
· Photocopies material
· Provides information related to departmental functions
· Fills out forms as requested
· Orders and maintains inventory of departmental supplies
· Takes minutes or dictation of meetings, record, transcribe and finalize and distribute minutes of meetings.
· Performs additional functions incidental to office activities
· Facilitate and ensures a continuity of workflow through the office and department, maintain office calendar and coordinate work flow and meetings.
· Establishes and maintains office files and varied administrative records some of which may be confidential.
· Type, edit, assemble and obtain proper signatures on all outgoing correspondence from the Associate Dean of Academic Programs and the Department of Agriculture Chair; check to be certain of all enclosures, attachments, and noted photocopies.
· Provide information pertaining to organizational procedure and policies to all personnel working with the department.
· Compose, prepare and distribute error-free letters, memorandums, reports, publications, presentations and inter-office memorandums and reports to departmental faculty, staff and external entities.
· Maintain liaison with other administrative office personnel in the School and University.
· Maintain accurate, up-to-date mailing list of all students, faculty, stakeholders, staff members, organizations, government officials, and individuals working or affiliated with the School.
· Operate the various office machine and equipment to include computers, electric typewriters, electronic mail systems, printers, copiers, calculators, etc., as deemed necessary.
· Assist with schedules of Associate Dean of Academic Programs and Chairperson of Agriculture, maintain office calendar and coordinate workflow and meetings.
· Manages schedules and travels arrangements for the Associate Dean, Ag Student Services and Agriculture departmental faculty and staff; prepare itineraries and maintain travel vouchers for reimbursements and records.
· Respond to email messages as assigned by the departmental chairpersons.
· Advise faculty and staff of important office matters, calling attention to significant items in reports, files and correspondences.
· Maintain confidentiality in all matters related to the department(s) and communications including personnel matters.
· Assist in managing inventory and equipment assigned each unit.
· Perform necessary research for materials relevant to administrative matters to ensure priorities and obligations are met.
· Assist subordinate and peer School and University personnel on matters such as: the correct procedures to follow in preparing correspondence, travel vouchers, and periodic reports.
· Assemble background material for agenda items and inform participants of topics to be discussed.
· Oversee all aspects of general office coordination.
· Interact with students, staff, faculty clients, vendors and visitors.
· Respond timely to correspondence and inquiries.
· Purchase items as needed through the use of the Banner purchasing system. Monitor to ensure purchase orders and issued and vendors are paid in a timely manner.
· Coordinate with supervisors or her/his designee on all office services such as records, budget preparation, personnel and housekeeping.

OTHER DUTIES :

• Provide overall support to implementation of administrative duties.
• Report to work on time and remain throughout office hours.
• Use initiative in seeing that requests for information are carried out promptly.
• Attend University conferences as requested.
• Assist with special work projects when necessary.
• Attend and participate in an annual performance review.
• Maintain office furniture and equipment and report non-functional items.
• Insure all incoming important documents are stamped with received date.
• Serve on assigned committees as appointed by the Chairperson(s).

Qualifications

A.A. degree in secretarial science, business administration or office administration required. Bachelor’s degree preferred in secretarial science, business administration or office administration. Minimum of five years’ work experience required; employer will consider applicant with any combination of education, training, and/or experience equivalent to completion of a B.S. degree in Secretarial science, business administration, or closely related to field of study.

Licensing and Certifications

N/A

Knowledge Skills and Abilities

The successful candidate should:
Must be dependable, be able to work without supervisor’s constant oversight; must have excellent interpersonal customer relations skills; possess excellent communication, organizational skills, and time management skills; computer skills (including data management) the ability to complete projects by deadline; proficient with Microsoft Office products, email and internet; highly organized, detail oriented; successful experience working in a team environment; ability to manage multiple priorities, objectives, and deadlines simultaneously in a fast-paced environment.
· Possess an excellent command of the English language, both written and oral;
· Understand and communicate technical information in a non-technical, comprehensible manner;
· Be attentive to details;
· Be proficient with computer software such as Microsoft Word, Excel, and PowerPoint;
· Be able to work effectively with a diverse group of people to deliver content for academic and nonacademic audiences; and
· Possess the ability to maintain high quality work while meeting strict deadlines.

Physical Requirements

Work in noisy (above 85 decibels) areas

No

Sedentary Work - Exerting 10 pounds

Not Required

Light Work - Exerting up to 20 pounds

Not Required

Medium Work - Exerting 20-50 pounds

Not Required

Heavy Work - Exerting 50-100 pounds

Not Required

Very Heavy Work - Exerting in excess of 100 pounds

Not Required

Travel

Occasionally

Extended Work Hours

Occasionally

Posting Detail Information

Posting Number

S810

Number of Vacancies

1

Location

Lorman

Position End Date (if temporary)

Open Date

05/10/2022

Close Date

Open Until Filled

Yes

EEO Statement

Alcorn State University

Equal Employment Opportunity and Notice of Non-Discrimination
Alcorn State University is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Alcorn State University is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Advertising Summary

Excellent Benefits Package

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application
3. Unofficial Transcripts
4. Letter of Recommendation (Professional)
5. Letter of Recommendation (Personal)
6. Letter of Recommendation (Professional or Personal)

Optional Documents