Administrative Assistant III

Context Of The Job

Under general supervision, performs complex non‑routine duties including research, analysis and compilation of statistics. In addition, performs routine clerical/record processing, inventory control and bookkeeping duties. The principal emphasis is on obtaining, verifying, and documenting information of a specialized nature with additional emphasis on performing a variety of clerical processing tasks including verification, input, retrieval and routine reconciliation. The Administrative Assistant corresponds verbally and in writing to obtain information in order to resolve non‑routine issues.

Requires independent judgment and the ability to resolve non‑routine problems as well as interpret policy. This position maintains database and records associated with Fire/Life Safety, CPR, Equipment Inventory, Chemical Inventory, Incident Reporting, and Confined Space. A high level of independent judgment, initiative and problem‑solving skills are required.

27N

• Handle routine and emergency calls to dispatch EHS Staff to emergencies campus wide; completes follow‑up reports and record keeping for each incident.
• Assist Director with development and maintenance of Official Department Reports including but not limited to;
  Accidents, Injuries, Fire Incident/Inspection, IAQ Incidents, Radiation Safety, Bio‑Safety, Construction Safety and Hazardous Materials Response Incidents.
• Provide the Department with statistical data and trends based on incidents and accidents occurring campus‑wide.
• Process data, review and analyze forms, reports and documents. Safeguard confidential information. Maintain database for EHS compliance.
• Maintain and update a variety of complex records. Verify statistics. Use specialized software related to designing databases. Enter compliance data from safety training records, inspection forms and incident reports into database.
• Update information and/or make corrections daily. Provide support for developing/upgrading/maintaining Departmental Training databases and associated program procedures.
• Maintain confidential records, procurement logs, bank statements and personnel records. Answers telephone, dispatch appropriate EHS personnel.
• Distribute mail, and provide administrative support for EHS staff. Work with technical information i.e., chemical, biological and radiological material names and Material Safety Data Sheets.
• Receive radioactive material packages and provide packaged materials to carriers as needed. Performs all other duties as assigned.

• High school diploma or GED and two to three years of experience.
• Proficient in Microsoft Office, Outlook and database systems.
• Ability to create and maintain databases, spreadsheets and documents.
• Ability to analyze and interpret data and make independent decisions and judgments.
• High level of attention to detail and organizational skills.
• Ability to multi‑task, prioritize, and follow through on assignments.
• Customer service experience.
• Ability to communicate and interact well with people of all ages and diverse backgrounds.
• Excellent communication and interpersonal skills.
• Experience working in the University environment is preferred.