Administrative Assistant ADM/2
Administrative Support
CODES
JOB CODE: 4634 EEO: 04 GRADE:12
OTRS: Optional E/NE:NE VAC:7 hrs
DEGREE: 2 yr SAFETYSENSITIVE: No DATE: 12/12
CUPA: 514000 IPEDS: 43-6010
JOB SUMMARY
This position provides administrative support for assigneduniversity operations.
MAJOR DUTIES
Prepares a variety of correspondence.
Attends meetings and records minutes; prepares meeting agenda and supporting documents.
Makes travel arrangements for assigned personnel.
Researches and prepares a variety of reports.
Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
Maintains office supply inventory; reorders as needed.
Sorts and distributes mail.
Makes appointments and manages calendars.
Processes purchase orders; processes purchase card statements.
Assists in the development and management of assigned budgets.
Designs and prepares marketing and promotional materials.
Maintains website and social media accounts.
Maintains a variety of documents and forms.
Directs the work of student employees as assigned.
Enters information to computerized databases.
Prepares a variety of schedules and calendars.
Maintains a variety of files and records.
Assists in the coordination of conferences, programs and special events.
Performs related duties.
KNOWLEDGEREQUIRED BY THE POSITION
Knowledge of university policies and procedures.
Knowledge of university purchasing policies.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Skill in the provision of customer services.
Skill in oral and written communication.
SUPERVISORY CONTROLS
The supervisor assigns work in terms of generalinstructions. The supervisor spot-checks completed work for compliance withprocedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include department and university policies andprocedures. These guidelines are generally clear and specific, but may requiresome interpretation in application.
COMPLEXITY/SCOPE OF WORK
CONTACTS
PHYSICAL DEMANDS/ WORKENVIRONMENT
SUPERVISORYAND MANAGEMENT RESPONSIBILITY
Thisposition may have direct supervision over assigned personnel.
MINIMUMQUALIFICATIONS
PREFERREDQUALIFICATIONS
TheAdministrative Assistant for the College of Extended Learning will perform thefollowing additional duties:
Coordinates and manages instructors, scheduling, students, recruitment, marketing, logistics, and all other functions of the Community Music Academy.
The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
The purpose of this position is to provide administrative support for assigned university operations.Success in this position contributes to the efficiency and effectiveness of those operations.
Contacts are typically with co-workers, other college personnel, students, faculty, vendors, and members of the general public.
Contacts are typically to provide services, to give or exchange information, or to resolve problems.
The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee frequently lifts light and occasionally heavy objects.
The work is typically performed in an office.
Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an Associate’s degree.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
TheAdministrative Assistant for the Language and Cultural Center will be expectedto have the following:
3-5 years relative office or secretarial experience or bookkeeping experience
Provides support for departmental leadership for office operations; delegates, assigns, or provides secretarial support for the assigned area.
Facilitates office communications with the campus community; responds to requests for information from the public, department personnel, and other university personnel.Coordinates classroom use on campus.