Administrative Assistant I

Administrative Assistant I
Division of Academic Affairs

Posting Details
FSLA:                                      Exempt
Position:                               Administrative Assistant
Regular/Contingent:   Regular [12-Months]
Employment Category:           Full Time
Open:                                   11/20/2020
Closing                                Open Until Filled

Position Summary

Academic Administrative Assistant, I (AA)will be the primary administrative support for academic teaching departments. She/he will assume responsibility for some of the administrative support responsibilities or an academic program within an academic teaching department/School. The AA performs support duties typical to an academic department. He/she maintains current knowledge of appropriate college and academic policies, processes, and procedures to assure the efficiency and integrity of the office of the Administrative Office. This staff member serves as the primary point of the operational and administrative contact for internal and external constituencies related to student affairs and admissions, often on complex and confidential issues. Oversees and/or participates in the coordination, control, and completion of unique projects and events. May serve on a variety of committees in a support capacity.

Duties and Responsibilities

• Assisting faculty by answering questions by locating desired information and materials, Wordprocessing where necessary, collating documents and pages, or otherwise assisting in test administration, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
• Assisting in the recruitment of faculty through the organizing of Search Committees, secure signatures as necessary, etc.
• Assisting with collecting credentials and other required material during searches and/or collecting scholarship applications and admission applications to competitive admission programs.
• Assists students by determining who can best provide the information needed by the student.
• Be engaged in the work environment that encourages knowledge of, respect for, and skills to engage with others or backgrounds.
• Helping organize and conduct departmental events, as directed, including space, equipment, preparing invitations, announcements, brochures, agendas, making travel arrangements and reservations, and assisting with the event as it occurs.
• Maintaining office records and files, including student and faculty files with a level of confidentially, as necessary.
• Maintaining schedules for faculty and mentors in the Program(s.) Coordinate advising schedules.
• Preparing purchase orders, reimbursements, and check requests Assist the Directors in the preparation of the budget and help monitor the budget.
• Provides administrative support to the department by providing reception services, scheduling appointments, meetings, and filing, and preparing and proofreading researching files and records, correspondence, reports, and other documents as requested.
• Providing accurate information to students, faculty, staff, other offices, and the public as required.
• Assisting with the Program’s special events, trips, and meetings Interview, select, train and supervise student workers
• Providing necessary and initial assistance to students with questions about classes, registration, permissions, etc., using established guidelines (information in course catalogs, departmental, school, and University documents, and established policies and procedures), and assigning advisors.
• Providing new faculty with administrative orientation.
• Supporting the business functions of the department which include obtaining and processing textbook adoptions, organizing the faculty evaluation process, maintaining and updating department’s channel of communication, preparing personnel action forms,coordinating with other areas the scheduling use of meeting rooms and instructional spaces.
• Supporting the department’s work by purchasing supplies, maintaining an inventory of office supplies, and utilizing the appropriate University’s process to pay for the department’s goods or services.
• Updating course offerings information.
• Remaining competent and current by attending internal and external professional development activities, completing software training classes, and courses and/or training sessions directed by the Department Head or required by the University.
• Supporting the department by performing all other duties as assigned by the department head.

Minimum Acceptable Qualifications and Desired Characteristics

• Education/Experience: An associate degree, equivalent, and two years of general office experience.
• Knowledge and Skills: Strong working knowledge of Microsoft Word and Microsoft Excel is required. Additionally, the Administrative Assistant will have basic knowledge of or the ability to learn and use database applications quickly; and other applications or systems used within the University, including SIS. The Administrative must also know how to operate and troubleshoot electronic office equipment, computers, and associated peripherals; maintain electronic filing systems and records, and make mathematical calculations.
• Communication Skills: Effective verbal and written communication skills are required. Must also possess the ability to develop knowledge, respect for, and skills to engage with others or backgrounds.