Administrative Assistant III

Provides support by assisting and managing information and offices in the day-to-day operations of the Information Technology Department.

Description of Duties and Tasks

1.       Take meeting notes, prepares and posts minutes on Intranet, notices, manuals, agendas and correspondence for support documentation for meetings of Information Technology Dept.

2.      Provides support by maintaining and tracking department budgets and filing for the Executive Director of Information Technology.

3.      Provides calendaring support for IT by scheduling meetings and appointments.

4.      Writes reports using Crystal Reports or Discoverer. Creates queries and tickets as needed in the IT service tracking request system, Heat.

5.      Create and maintain IT projects and update tasks using MS Project.

6.      Requisitions supplies and equipment using Banner or Banweb. Tracks and completes purchases.

7.      Run reports from multiple applications, including but not limited to HEAT, DigiNet and BanWeb.  Compile statistics and formulate charts and graphs from the information in the reports using Excel.

8.      Transcribes letters, composes memos and letters, and records and transcribes shorthand notes.

9.      Assists the Executive Director of Information Technology in producing and updating the information necessary pertaining to the accreditation process, Board of Trustees reports and other annual reports.

10.  Secures travel arrangements for IT staff and processes reimbursement requests and credit card statements.

11.   Serves as IT Safety Coordinator. Performs workstation safety inspections. Attends Safety Coordinator meetings and disseminates safety information to IT staff.

12.   Assists IT in maintaining quality customer service by performing monthly individual service request follow-ups and backup HelpDesk phone support.

13.   Performs other duties as needed.

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1.       Computer skills necessary to set up document formats and create reports in Word, Excel, Crystal Reports, Discoverer and any other software programs required by the position. This includes the ability to type at 60 + words per minute and take shorthand.

2.      Ability to communicate with others both orally and in writing. Must be able to effectively interact with administration, faculty, staff, and outside contacts.

3.      Ability to learn usage of new software with limited assistance.

4.      Ability to organize and prioritize workload in order to meet necessary deadlines.

5.      Ability to handle detail-oriented assignments with accuracy and maintain confidentiality

6.      Flexibility in job assignments a must.

1.    Education:     Any combination of education or experience equivalent to an Associate’s Degree with emphasis in business communications or business management required in order to perform successfully the duties required in this job.

2.    Experience: 2 years increasingly responsible secretarial/office experience for an executive officer.

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands, and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop. The employee is occasionally required to lift and/or move up to 15 pounds. Specific vision abilities required by this job include close and color vision, and ability to adjust focus while operating a PC.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the position are normally performed in a typical office setting.  On occasion the employee is exposed to outdoor weather conditions. The noise level in this setting is usually moderate to loud due to light to heavy office traffic and noise from lobby.