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:
The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Manages the daily operations of the office which may include supervising support staff and students. May coordinate and/or facilitate training and development for division clerical/secretarial and employee support groups. May analyze operating procedures, cost reductions, operating practices, record keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports. Advises others on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Assumes responsibility for small projects and oversees such projects through to completion. Maintains files and appointment calendars. Monitors, reconciles and assists in the preparation and maintenance of the departmental budget. Manages operation budgets for the department. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures. May be responsible for creating on-line job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Attends meetings and seminars to take notes. Orders and maintains inventory of supplies and equipment. May be responsible for timecards in department. 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.
Bachelor's degree and/or experience in higher education environment. Accounting or financial tracking experience.
Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated. Ability to listen and synthesize directives. Good supervisory skills.
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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