Administrative Assistant, President's Office

Administrative Assistant, President's Office

Position Title:

Administrative Assistant, President's Office

Unit Name:
President's Office

Salary Grade: 3

Number of Months: 12 months

Full-time:
Full-Time

Hours per week: 40

Performs receptionist, administrative and office management duties as required for the operation of the President’s Office.

• Opens, sorts and routes mail within the President’s Office; delivers outgoing mail on campus and to campus Post Office.
• Greets visitors to the President’s Office; answers multi-line phone for the President’s Office and University’s incoming phone lines with a high degree of professionalism and efficiency; routes calls as needed utilizing both The W’s campus directory and a Departmental Directory regularly maintained by the Administrative Assistant.
• Must maintain the highest level of confidentiality and discretion in execution of duties.
• Handles office details not requiring official action or decisions.
• Maintains inventory records of equipment and furnishings in the President’s office and President’s home.
• Sends appropriate correspondence under the direction of the Executive Assistant to the President and the President.
• Files and helps maintain the filing system.
• Maintains appropriate forms for office and assists as needed with information and submission.
• Handles maintenance and repair needs for the President’s Office by receiving requests from staff; processes work orders for repairs, temperature control, pest control, and general up‑keep; places emergency calls to Facilities Management and MUW Police; follows‑up on above as required.
• Maintains office equipment in the President’s Office; assesses problems with equipment and corrects accordingly or contacts vendor for servicing and/or repairs; notifies appropriate individual for servicing and/or repairs and follows‑up as required.
• Coordinates office purchases of supplies and equipment for the President’s Office.
• Maintains records for the President’s Office Procurement Card; reconciles P-Card statements.
• Maintains log of Institutional Memberships paid by the President’s Office; handles processing of these payments as directed by the President.
• Updates Faculty Walk of Honor and maintains current list of honorees; works with Director of Facilities to add bricks to walk when warranted.
• Updates MS Code Books as needed for University Legal Counsel; coordinates transfer of outdated books and inserts to Legal Studies department for student use.
• Performs other reasonable duties as assigned.

• Bachelor’s degree preferred; professional knowledge equivalent to a bachelor’s degree required
• Requires more than 3 years of administrative or similar experience in a professional office environment

• Proficient with Microsoft Office Suite
• Excellent communication and interpersonal skills
• Ability to organize and prioritize work
• Handle confidential and sensitive information with discretion and professionalism

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel and talk or hear. The employee is regularly required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Prior to hiring, the final candidate(s) must successfully pass a pre‑employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.