Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.
Department Specific Essential Job Functions:
Manages routine administrative aspects and operational details, which may include utilizing problem-solving techniques and management skills to handle the day-to-day operations of the office. May assist with resolving complaints, inquiries and problems. May supervise over support staff and train, mentor, and coordinate student workers. Assist with program design and implementation of University policies and procedures. Maintains effective working relationships with university personnel, students, and the public. Provides customer service for the department. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Composes and/or prepares correspondence, reports, memorandums, electronic transmissions and maintains files. Assumes responsibility for small projects and oversees such projects through to completion. Under the direction of the Director, assists with the planning and execution of internal/external events such as student recruitment events. Maintains appointment calendars for the Director and Assistant Director and manages the departmental calendar. Assists Director with the class schedule build each semester. Assists students with enrollment needs such as class registration issues. Submits scholarship and tuition waiver allocations. Serves as Recruiting/Hiring Manager for the department, creating on-line requisitions for employment, maintaining job postings and applicant tracking. Prepares hiring packets for adjuncts when necessary. Works with the Director to develop, monitor, and reconcile department budgets and prepares appropriate reports. Manages departmental requisitions and purchases. Orders and maintains supplies and equipment for the department. Attends meetings and seminars to take notes and later transcribe into a legible document before dissemination. Serves as department timekeeper, approves timecards and submits leave forms. Assists department faculty and students with conference travel arrangements. May submit Request for Support Staff/Professional Changes (RSP) form. Oversees department website and social media platforms. Performs other related duties as assigned.
Performs administrative or manual tasks. Requires general education or vocational training and 6+ years of relevant experience in chosen field or equivalent combination of education and experience.
2 years experience in office management, policies and procedures. 2 years of accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm. 2 years of college or secretarial certificate. Bachelor's degree preferred.
Knowledge of office procedures and practices. Excellent computer skills in the use of relevant software applications (word processing, spreadsheets, etc.) with knowledge of the university's Banner database system. Ability to work well with others. Ability to operate office equipment. Exercises appropriate discretion, initiative and independent judgment. Excellent telephone etiquette, communication (written and oral), interpersonal and public relations skills. Excellent proofing and editing skills. Excellent attention to detail with the ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests, and education. Ability to listen, synthesize directives, and work well under pressure. Must be self-motivated with the ability to take the initiative. Must be service-oriented and a team builder and player. Requires in-depth knowledge of university policies and procedures, departments and colleges. Knowledge of social media platforms.
Will this employee supervise others?
Yes, this employee will supervise other employees.
Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
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