Administrative Assistant, Campus Safety; CL

Position Title

Administrative Assistant, Campus Safety (CL-2)

Campus Safety

$20.66/hour - $21.69/hour

The Administrative Assistant, Campus Safety (CL-2) provides specialized office support to Campus Safety (e.g. guards, director, and associate directors) and their respective areas of responsibility. Responsibilities include creating correspondence, processing and compiling information, and exercising independent judgment, coordinating calendars and events, and preparing reports.

The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or lifting and carrying of small objects.

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite.

• 1B-Intermediate Reception/Response: Consistently demonstrates ability to provide routine responses and basic information from inquiries (telephone, e-mail, or in-person) with minimal guidance. Directs visitors as needed
• 3B-Intermediate Calendar Manager: Consistently demonstrates ability to manage calendar (tasks, meetings, events, schedules, correspondence) of supervisor and/or department, schedule meetings without consultation with supervisor, and notify participants
• 4B-Intermediate Event Organization: Consistently demonstrates ability to organize and coordinate events (meetings, workshops, seminars, or receptions) with minimal consultation or independently. (Examples could include scheduling speakers and securing meeting room, creating invitations, food & beverages, and overnight accommodations).
• 5B-Intermediate Written Communication: Consistently demonstrates ability to create routine correspondence or update templates or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software.
• 6B-Intermediate Office Organization: Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and project deadlines. Consistently demonstrates ability to file documents and student records using standard filing procedures as well as familiarity with retention policies.
• 7B-Intermediate Record And Data Processing: Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail.
• 15B-Intermediate Interpersonal Communication: Consistently demonstrates courtesy, tact and professionalism, as well as sensitivity to the concerns or interests of others in conveying information. Demonstrates patience and the ability to handle difficult people.
• 16C-Advanced Judgment: Consistently demonstrates ability to reference operational procedures within department on diversified projects and situations requiring independent assessment.
• 17B-Intermediate Responsibility: Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters.
• 18C-Advanced Organizational Knowledge: Consistently demonstrates extensive knowledge of entire College and outside organizations.

• Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public
• Management of Marist University parking program including the following: annual student parking permit applications including vehicle registration, online permit fee payments, and decal pick-up biannual faculty and staff parking permit applications / renewals including online vehicle registrations, student parking permit requirement exception inquiries and applications, student temporary parking permit inquiries and applications, and visitor parking permit inquiries and applications.
• Assist with management of New York State (NYS) Division of Criminal Justice Services (DCJS) licensing for the Marist University security guard school as well as the Campus Safety officer individual licenses
• Maintain knowledge of state and federal regulations pertinent to the position
• Manages Campus Safety officer payroll and leave balances
• Open, sort, and distribute office USPS and electronic mail (via the safety account). Process outgoing mail
• Access department calendars; schedule and log appointments as necessary
• Assist in event organizing or scheduling
• Create, update, and proofread various correspondence and documents
• Maintain complex filing systems, including…