Administrative Assistant - Program Assistant - Part-Time, term

Job Title

Administrative Assistant

Kent Campus - Kent, OH

$18.67 hourly

Provides administrative support to assist administrators and faculty in achieving department goals through liaison activities, coordination of daily business functions, and implementation of programs/projects. Reports to designated supervisor.

Duties/essential functions may include, but not be limited to, the following:

• Serves as liaison and acts on behalf of the administrator in dealings with people within (e.g., Directors, Chairpersons, etc.) and outside the University (e.g., representatives of agencies, professional contacts, etc.); represents the administrator at meetings and conferences; may make presentations at meetings and conferences; independently composes non-routine correspondence on behalf of the supervisor and/or under own signature.
• Coordinates and monitors multiple department budgets and expense accounts; approves expenditures and signs various financial forms; researches and reconciles discrepancies; assists in budget projections.
• Assists in the administration of department programs/projects; ensures compliance with policies, procedures, and regulations originating within and outside the University; participates in departmental procedures and policy changes; researches and analyzes information; drafts and composes reports; provides technical advice and information to aid the administrator in decision making; answers questions and resolves problems concerning administration of programs and projects.
• Directs the work of other clerical/secretarial staff and student employees by training, evaluating, assigning duties, and providing information about changes in department and University policies and procedures; may make hiring, firing, and disciplinary recommendations.
• May coordinate and monitor faculty and/or staff actions (e.g., hiring, promotion, termination, etc.); serves as liaison between affected individuals and departments (e.g., Academic Personnel, Payroll, etc.); maintains records and files; ensures policies and procedures are followed.
• May assist with special projects.
• Performs related duties as required.

High school diploma or equivalent plus completion of 18 months formal training in office administration, public administration or related field (or equivalent training or experience which provides comparable knowledge, skills, and abilities). A minimum of two years’ experience in providing secretarial/administrative support in increasingly demanding positions.

• Bookkeeping/accounting procedures and terminology, if required by position
• Office practices and procedures
• Specific software may be preferred

• Interpersonal communication to effectively interact with University personnel and public in person and over the telephone (e.g., to explain information, explain policies and procedures, handle sensitive inquiries, etc.)
• Public speaking, if required by position
• Written communication (e.g., to compose reports, speeches, correspondence and memos)

• Resolve problems independently and make decisions
• Define problems, collect data, and draw valid conclusions
• Apply policies and procedures
• Train and provide effective work direction to other employees
• Manage time effectively and set priorities
• Carry out or assist in implementing changes
• Establish and implement office procedures
• Establish methods to gather, collate, and classify information
• Read and comprehend a variety of written information
• Utilize Microsoft Office Suite
• Maintain accurate records
• Perform basic mathematics (e.g., add, subtract, multiply and divide whole numbers, fractions, and decimals, and to calculate percentages)
• Learn and utilize specific software applications
• Manage time effectively and set priorities

None

20 hours per week, some nights and weekends

Must pass a security check.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority.

Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.