Administrative Assistant

Overview

Prepares records and maintains fiscal records for the area/department to include state-appropriated funds, grants, contracts, expense accounts, purchasing agreements, foundation accounts, and/or other appropriations from a variety of funding sources via an established accounting system. Assists administrator in setting up operating budgets for the offices/programs by providing necessary information on current balances and past expenditures. Maintains budget balances for the various funds and grants.

Processes a variety of correspondence and investigates subject matter for the Assistant Dean, Counseling Center staff, Disability Student Services staff, Wellness Programs Coordinator, Violence Prevention Programs Coordinator, and Women’s and Gender Center Coordinator. Screens incoming calls and in-person inquiries, responds to requests for information, and procedural. Composes and distributes electronic and paper memorandum, budget summaries, letters, invoices, and other documents of sensitive or confidential nature from draft to final form.

Designs and maintains filing systems for the Counseling Center and Disability Services. Coordinates the maintenance/upkeep and use of all office equipment. Assists in tracking and reporting annual leave and timesheet approval proxies for staff, Graduate Assistants, Student Assistants, Work Study Students, and Student Interns. Opening and Closing of the office. Maintains Confidential Files. Serves as the first point of contact for students in distress, works to keep them calm or de-escalates concerning behaviors until a counselor arrives, and is the first point of contact with faculty bringing students to the counseling center.

Supervise hourly (student) employees working at the Counseling Center/Disability Services front desk. Provides functional guidance and training to work study and student workers who perform routine clerical duties. Makes recommendations for hiring and disciplinary action and conducts performance evaluations for references. Establishes contact with cooperating state, federal, and private organizations on administrative procedures via face-to-face, telephone, virtual, and in writing.

Develops and maintains office structure according to institutional policies and procedures and state and federal guidelines. Prepares and processes all requisitions and invoices for supplies and equipment, PAF’s, PAR’s. Processes all new employees for the office area, completing appropriate paperwork or dynamic forms. Initiatives requisitions, encumbrances, and budget transfers. Coordinates all travel arrangements through the Travel Office by completing the appropriate forms/paperwork.

Prepares travel requisitions for approval by department heads. Sends appointment reminders for next-day appointments at the end of each day. Reviews files to ensure paperwork is complete and up to date.

• Entry level

• Contract

• Administrative

• Higher Education