What are the responsibilities and job description for the Administrative Assistant II position at Murray State University?
Summary Of Job Duties And Responsibilities
General administrative and secretarial duties.
General administrative and secretarial duties.
- Coordinate and execute multiple annual and recurring college-wide events, including lectures, conferences, ceremonies, advisory committees, and special programs, requiring collaboration with faculty, administrators, vendors, and external guests.
- Assisting the Dean, Assistant Dean, Teacher Quality Institute ( TQI ), and administrative assistants.
- Logging in travel vouchers to Banner.
- Maintain documentation related to events, contracts, approvals, and post-event records.
- Guide COEHS faculty and staff regarding event procedures, space usage, and administrative processes.
- Handing Cash Transmittal Forms with Finance, Business Admin.
- Serve as a proxy for the Financial Business Coordinator, supporting financial documentation, and approvals, as needed.
- Help Financial Coordinator monitor event-related expenses and documentation, ensuring accuracy, timeliness, and policy compliance.
- Assisting the Finance, Business Admin with BTR’s and IAB’s.
- Develop and manage event timelines, including scheduling, RSVPs, room setup, cratering, and vendor coordination, ensuring deadlines and approvals are met.
- Provide on-site event support and troubleshooting to ensure smooth execution.
- Serve as primary contact for building and room reservations for CoEHS faculty and staff.
- Serve as an administrative assistant to the CoEHS Dean, providing support for scheduling, correspondence, and daily office operations.
- Provide office support to Assistant Dean, Dean’s office staff and visitors.
- Assist with tracking and coordinating building-related requests for Alexander Hall in collaboration with the Financial Manager/Building Coordinator.
- Execute annual building inventory reviews for Alexander Hall and Carr Hall.
- Prepare, process, and track Electronic Personnel Action Forms ( EPAF ) for hiring student workers and graduate assistants for the Curriculum Materials Center ( CMC ), Ruby Simpson Early Childhood Center, and Retention & Recruitment Center, including ongoing EPAF maintenance and approval of student worker timecards.
- Process Extra Compensation (Extra Comp) requests in compliance with university and state policies.
- Assist with improving and standardizing event and administrative processes, including workflows for travel requests, building request, and event planning.
- Process Novatech service request and invoices for the printers in the CoEHS Dean’s Office, Teacher Quality Institute ( TQI ), and CoEHS Tech Support.
- Assist the Assistant Dean with class schedule coordination, including preparing, routing, and submitting schedules to the Provost’s Office.
- Draft and execute Memoranda of Agreement (MOAs) for Human Services, Psychology, and Counseling offices, ensuring proper routing, approvals, and record retention.
- Coordinate campus mail services for Alexander Hall and support interdepartmental communication between CoEHS departments and central university offices.
- Manage asset Tiger account for Dean’s Office inventory, including checkout and check-in to faculty and staff.
- Maintain organized records in the College Shared Drive related to events, financial transactions, MOAs, scheduling, rooms reservations, Extra Comps, key checkout, inventory check out, mail distribution, and building requests.
- Assist with special projects and additional duties as assigned by the CoEHS Dean.
- Track, prepare, and submit purchasing card expenses and reports.
- Receive open building request access from Alexander Hall Building Coordinator.
- Update CoEHS directory and the faculty/staff roster.
- Update the Event Coordinating handbook.
- Serve on CoEHS committees/coucils.
- Process and update class schedules for each department.
- Other duties as assigned.