Administrative Office Assistant Iii

Posting Number: S-4021

Position Number: 33160

Type of Recruitment:
External

Position Title:

ADMINISTRATIVE OFFICE ASSISTANT III

Position Summary:

This position efficiently oversees and organizes the day-to-day operations of the Susie Drake Center for Student Identity and Development and James Span, Jr. Center for Excellence and Achievement office by providing direct assistance to the director and assisting the assistant directors as needed. Responsible for coordinating varied and complex projects, which includes collecting, formatting, and interpreting data. Responsible for maintaining satisfied customers and meeting various project goals.

• High school diploma or GED .
• Four years of qualifying experience or a combination of education and experience that equates to four years.
• Experience with Microsoft Word.
• Customer service experience.
• Spreadsheet and/or database experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.
• Ability to perform the essential functions of the job.

• Ability to work with diverse populations, organizations and programs.
• Understanding of and sensitivity to diverse issues.
• Knowledge of and ability to work with complex budgets and grants.
• SAP knowledge and experience.
• Knowledge of university policies, structure and programs.

• Ensures office functions run smoothly by making day-to-day decisions, following guidelines set by the executive director of the Susie Drake Center for Student Identity and Development and James Span, Jr. Center for Excellence and Achievement, and university policy and procedures.
• Provides administrative support to the director and assistant directors.
• Maintains calendars for meetings and appointments, exercising discretion and confidentiality in arranging appointments and ensuring that materials and support data are provided.
• Prepares agendas/materials and takes minutes for meetings.
• Receives and screens calls and visitors, determines which are priority matters, and alerts staff accordingly.
• Researches, organizes, prioritizes, prepares, and documents communication (phone calls, e-mail, letters, memos, etc.) for internal/external delivery – exercises judgment and discretion.
• Prepares spreadsheets and works closely with student employment to ensure the department receives and uses the CWS available, while monitoring accounts and transferring funds as needed.
• Inputs data in SAP , monitors, reconciles and projects balances for all office accounts.
• Oversees and updates web sites associated with the Susie Drake Center for Student Identity and Development and James Span, Jr. Center for Excellence and Achievement office.
• Establishes and maintains various filing and records management systems.
• Maintains confidentiality of sensitive/private office and personnel issues.
• Projects a professional, friendly, positive attitude and positive image of department and offices.
• Promotes excellent teamwork and communication with all team members.
• Coordinates departmental leave of absences and departmental/program travel.
• Communicates with faculty, staff, students, visitors, parents and outside agencies on matters relating to diversity, collaborations/partnerships and multicultural academic student services.
• Demonstrates knowledge and understanding of working with outside vendors, contracts and CMU accounts payable.
• Hires and trains student office assistants.
• Conducts special projects and assignments as directed by the director, using a…