N99902 Administrative Assistant - Public Safety

Administrative Assistant ADM/2

Administrative Support

CODES

JOB CODE: 4634 EEO: 04 GRADE: 12

OTRS: Optional E/NE: NE VAC: 7 hrs

DEGREE: 2 yr SAFETY SENSITIVE: No DATE: 12/12

CUPA: 514000 IPEDS: 43-6010

JOB SUMMARY

This position provides administrative support for assigned university operations.

MAJOR DUTIES

Prepares a variety of correspondence.

Attends meetings and records minutes; prepares meeting agenda and supporting documents.

Makes travel arrangements for assigned personnel.

Researches and prepares a variety of reports.

Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.

Maintains office supply inventory; reorders as needed.

Sorts and distributes mail.

Makes appointments and manages calendars.

Processes purchase orders; processes purchase card statements.

Assists in the development and management of assigned budgets.

Designs and prepares marketing and promotional materials.

Maintains website and social media accounts.

Maintains a variety of documents and forms.

Directs the work of student employees as assigned.

Enters information to computerized databases.

Prepares a variety of schedules and calendars.

Maintains a variety of files and records.

Assists in the coordination of conferences, programs and special events.

Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of university policies and procedures.

Knowledge of university purchasing policies.

Knowledge of modern office practices and procedures.

Knowledge of computers and job-related software programs.

Skill in the provision of customer services.

Skill in oral and written communication.

SUPERVISORY CONTROLS

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include department and university policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

CONTACTS

PHYSICAL DEMANDS/ WORK ENVIRONMENT

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position may have direct supervision over assigned personnel.

MINIMUM QUALIFICATIONS

PREFERRED QUALIFICATIONS

The Administrative Assistant for the College of Extended Learning will perform the following additional duties:

Coordinates and manages instructors, scheduling, students, recruitment, marketing, logistics, and all other functions of the Community Music Academy.

The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.

The purpose of this position is to provide administrative support for assigned university operations.Success in this position contributes to the efficiency and effectiveness of those operations.

Contacts are typically with co-workers, other college personnel, students, faculty, vendors, and members of the general public.

Contacts are typically to provide services, to give or exchange information, or to resolve problems.

The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee frequently lifts light and occasionally heavy objects.

The work is typically performed in an office.

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an Associate's degree.

Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

The Administrative Assistant for the Language and Cultural Center will be expected to have the following:

3-5 years relative office or secretarial experience or bookkeeping experience

Provides support for departmental leadership for office operations; delegates, assigns, or provides secretarial support for the assigned area.

Facilitates office communications with the campus community; responds to requests for information from the public, department personnel, and other university personnel.Coordinates classroom use on campus.