What are the responsibilities and job description for the Administrative Assistant I, Academic Advising Center position at Cameron University?
Primary Purpose
The Administrative Assistant supports the Academic Services Director and overall Advising and Testing office operations by serving as receptionist; coordinating communication with students, parents, faculty, vendors, and campus offices; and supervising a team of 4–5 student workers. They also manage student traffic and direct students to the appropriate Advising Specialists and High School Liaisons.
Major Responsibilities & Duties
Customer Service and Appointment Scheduling
- Respond to inquiries in-person, via telephone, and via email and schedule advising appointments for students
- Manage the calendars of Advising Center Staff using Microsoft Outlook and EAB Navigate
Budget and Purchasing
- Manage budget for the Academic Advising Center and Testing Center
- Initiate purchase orders, order office supplies, and maintain a current inventory listing of all technological equipment
- Review and reconcile invoices and statements with purchase orders for payment approval
Supervision of Student Workers and Office Management
- Schedule student work study coverage for the Academic Advising Center
- Oversee hiring and training of student workers in the Academic Advising Center
- Approval of time sheets for Academic Advising Center and Testing Center work study students
- Sort mail for proper distribution within the office and manage interdepartmental mail
- Maintain an efficient filing system which meets the needs of the Academic Advising Center
Reporting and Assignments
- Track testing data for monthly reporting to Academic Services Director
- Manage and develop content for the Advising Center social media pages
- Assignment of students to appropriate advisors
Required Education, Skills, Knowledge, and Abilities
- High school diploma or equivalent
- Two years of increasingly responsible administrative and/or secretarial experience or other combination of education and experience
- Excellent oral and written communication skills
- Experience in a variety of computer applications such as Microsoft Office (Outlook, Excel, Word, and PowerPoint), Adobe Acrobat, Zoom, and Google Workspace with a demonstrated ability to learn and implement new applications
- Ability to assist a wide variety of individuals using excellent interpersonal, listening, and communication skills in order to advise students
Preferred Education, Skills, Knowledge, and Abilities
- Completion of an Associate’s or Bachelor’s degree
- Experience with Canva, Banner9, Navigate EAB, and RegisterBlast applications
- Related experience in an institution of higher education
- Experience with social media management
- Experience working with a variety of traditional and non-traditional student populations
Physical Demands & Working Environment
- Requires sitting at a desk and viewing a display screen for extended periods of time with frequent interruptions
- Requires manual dexterity for typical office work
- Must be able to partner with colleagues without exhibiting behavioral extremes
- Ability to access, input, and retrieve information from a computer or other electronic device
- Moderate lifting and carrying up to 20 pounds
- Ability to operate a University vehicle
- Some evening or weekend work may be required
EEO/AA Employer/Vets/Disability