Administrative Secretary

Job Title: Administrative Secretary Full- or Part-Time: Part time Exempt or Non-Exempt: No Hourly Rate: 19.20 USD Hourly Department: Multicultural Student Affairs (PM)
Job Description:
Job Summary: Provide secretarial support and assistance for the Office of Multicultural Student Affairs.
Essential Duties & Responsibilities: Greet visitors and answer the phone with a satisfactory level of customer service, ascertaining the nature of the request, provide information and direct visitors/callers to the appropriate person or department/office. Schedule appointments for all staff members, updating electronic calendars as appropriate. Provide secretarial support: includes typing; answering telephones, sorting mail and delivering to proper office when necessary, scheduling appointments, maintaining office files, providing functional information about the office and other daily operations of the office, including entering data into Excel worksheets.

Prepare check requisitions, purchase requisitions, graphics forms, etc. Assist with recording travel expenses and procurement card transactions. Maintain office files and records including provisions for confidential records. Working knowledge of University policies and processes as well as knowledge of responsibilities and duties of various campus offices to facilitate handling of inquiries and concerns. Input and maintain information using systems such as Colleague and Microsoft Applications (WORD, EXCEL, POWERPOINT, ACCESS, etc.).

Update student academic information in Colleague, print Evals, and release HOLDS as directed by the Director of Multicultural Student Affairs. Make arrangements with University Conference and Events for various departmental office programs; attend as needed. Provide event support including check-in, proper room set-up, AV, and dining arrangements. Arrange for the ordering of office supplies and maintain appropriate follow-up of departmental records for such transactions.

Manage Multicultural Student Affairs generic e-mail, voicemail accounts and office social medial accounts. Schedule meetings in Conference Room and other events. Flexible work schedule to accommodate office work schedules, may include evenings and weekends. Provide support to other staff and projects within the department as necessary. Develop miscellaneous worksheets and reports as directed. Processing of input data to computer systems files.

Perform other duties as assigned.
Supervision Received: Supervision is received from the Director of Multicultural Student Affairs and designated administrative staff.
Supervision Exercised: Limited guidance for student workers tasks as requested by the Director.
Minimum Qualifications: High School diploma or equivalent. Two years of job-related clerical experience. Strong oral, written, telephone, and interpersonal communication skills. Excellent spelling, grammar, punctuation, and basic math skills. Demonstrated customer service orientated attitude. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and possess the ability to learn new or specialized software quickly. Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.

Experience and ability to positively interact with all members of the campus community. Ability to work independently or as a member of a team, with minimal supervision. Ability to organize and prioritize daily activities and expedite workload under occasional time pressure. Ability to handle differing, non-routine work situations based on standard procedures and policies. Ability to maintain confidentiality of files and records.

Ability to learn technical/discipline specific terminology. Ability to perform the essential duties of the position with or without accommodation.
Working Conditions: Duties are generally performed on-campus, inside, and not exposed to adverse conditions. The above reflects the general details considered necessary to describe the essential functions of the job and shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job.…