Administrative Assistant Technical Programs

Job Title

We are searching for candidates that meet the required qualifications and experience and are able to perform the essential duties and responsibilities.

Perform general secretarial duties for assigned technical area, including processing mail, scheduling appointments, answering phones and relaying messages and maintaining office equipment and supplies. May need to enter lab areas which may include exposure to loud noises, moving mechanical parts, odors and other related lab and work space elements.

• Perform clerical duties, including word processing, order receiving, inventory tracking of supplies and equipment, report/document preparation and data entry using software such as MS Word, Access, Excel and other designated systems/software.
• Provide accurate data for reporting purposes.
• Coordinate the scheduling of meetings and events as needed by director/department for both internal and external meetings such as but not limited to departmental meetings, Advisory Committee meetings, summer camps, recruiting events and job fairs. Secure meeting rooms, notify appropriate members, take minutes and maintain committee files.
• Answer telephones, direct calls to the appropriate personnel or answer inquiries and transmit instructions. Greet campus visitors, students, faculty, staff and the general public in a friendly and professional manner. Determine situation and when necessary, direct person to appropriate staff member and follow up to ensure problem is resolved.
• Prepare outgoing mail; pick-up and distribute incoming mail to appropriate personnel.
• Initiate departmental purchases, prepare and input requisitions, track requisition status, coordinate delivery, verify charges, release payment and manage source documents. Receive orders/products shipped to department, check contents against packing slip and return verified packing slip to designated staff and maintain relevant records. Input budget figures, follow-up on requisitions, log and track expenditures, take payments, may issue invoices or bills.
• Maintain appropriate levels of materials and supplies for department and order according to college purchasing procedures.
• Initiate and/or collect appropriate paperwork from or on behalf of students, faculty, staff and community and handle appropriately and in a timely manner.
• Contribute to the development of various materials for the department. Use equipment such as copier and fax as requested by staff and faculty and ensure faxes are received. Contact vendor assistance when needed.

• Perform other duties as assigned.
• Perform all duties and maintain all standards in accordance with college policies, procedures and Core Values.

• Knowledge of FERPA laws
• Knowledge of proper telephone etiquette
• Knowledge of proper filing techniques
• Knowledge of College policies and procedures
• Computer and applicable software skills (use of spreadsheet, word processing, database and presentation software)
• May also use social media, work with desktop publishing, and update web pages
• Interpersonal and communication skills
• Organization and time management skills
• Ability to stay current on changes in policies and procedures
• Ability to maintain confidentiality
• Ability to communicate effectively, both orally and in writing
• Ability to maintain appropriate levels of materials and supplies for department
• Ability to maintain confidentiality of work-related information and materials
• Ability to maintain an established work schedule
• Ability to establish and maintain effective working relationships
• Ability to provide effective customer-orientation when working with a diverse population

Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Positions in this class typically require talking, hearing, seeing, grasping, standing, walking and repetitive motions.

Incumbents may be subjected to moving mechanical parts, odors, dusts, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting and intense noises. In addition, incumbents may be subjected to gases and workspace restrictions. Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work. Occasional physical effort required. Requirements High School Diploma or Equivalency Certification (GED).

One (1) year related work experience.

Preferred

Associate degree from an accredited institution.

Two (2) years of related experience.

** This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.**

The above description is an overview of the job. It is not intended to…