Administrative Assistant

Administrative Assistant

$18.67

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.

• Serves as liaison and acts on behalf of administrator in dealings with people within (e.g., Directors, Chairpersons, etc.) and outside the University (e.g., representatives of agencies, professional contacts, etc.); represents administrator at meetings and conferences; may make presentations at meetings and conferences; independently composes non-routine correspondence on behalf of 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 administrator in decision making; answers questions and resolves problems concerning administration of program 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

Asterisk (*) indicates knowledge, skills, abilities which may require…