University College Administrative Assistant

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University College Administrative Assistant

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\t\t\t\t\t\tEdward Waters University \t\t\t\t\t

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\t\t\t\t\t\tin \t\t\t\t\t\tJacksonville, FL \t\t\t\t\t

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\t\tType: \t\tFull-Time \t\t

\t\t \t\t \t\t\t\tPosted: \t\t\t\tToday \t\t\t\t

\t\t\t \t\t\tApplication Due: \t\t\tOpen Until Filled \t\t\t

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\t\t \t\tCategory: \t\t \t\t\t \t\t\t\tAdministrative Assistants \t\t\t \t\t \t\t

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GENERAL SUMMARY:

The Administrative Assistant is responsible for providing support in a shared services environment, with moderate supervision. The incumbent handles a wide range of clerical and administrative management tasks with the utmost confidentiality and attention to detail. The Administrative Assistant will serve as the primary point of contact for all visitors and callers.

Within the scope of the role, work is performed to a large extent with personal responsibility within established guidelines or procedures. Errors are difficult to detect and may have adverse effects on outside relationships. It is expected that the Administrative Assistant requires minor correction with regards to work product.

Repetitive or routine duties involve the use of various procedures. The flow of the work and character of the duties involve normal mental and visual attention along with manual coordination, or part-time concentrated attention and coordination. No supervisory responsibilities or authority to commit funds for the institution.

DUTIES AND RESPONSIBILITIES:

• Type business correspondence, interoffice memorandum, agendas, reports, etc.
• Conduct quality review to ensure proper English, grammar, and punctuation.
• Update management reports, designs covers, utilize graphics.
• Ensure timely processing of official documents, forms, and requests.
• Ability to multi-task.
• Operate general office equipment, including a multiple line phone system while maintaining effectiveness over time.
• Assist staff in the specified unit with preparation and compilation of presentation materials including PowerPoint presentations, Board Reports, grant proposals and University College promotional materials.
• Effective and professional office management and operation of the specified unit ensuring adherence to policies and procedures.
• Updates and maintains the Standard Operational Procedural Manual for the specified unit.
• Record and transcribe minutes for staff meetings.
• Maintain filing systems, both electronic and paper.
• Ensure University College staff and student field files are current, complete and in the appropriate order consistent with SACS requirements.
• Type short memorandums, letters, reports, meeting agendas, and prepare packets for meetings.
• Collate packets of information to be distributed to faculty, students and institutional staff.
• Maintain University College committee and meeting notebooks as directed by the Dean.
• Set-up, maintain and distribute faculty, staff and student list serve as appropriate.
• Ensure the publication, update, and distribution of the unit Directory in collaboration with the Administrative Manager.
• Update quarterly management reports, design covers, utilize graphics - including graphs, tables, photographs, clip art, in preparation for presentations.
• Create charts and graphs from raw data for use in presentations.
• Interface with faculty/staff and campus-wide offices as necessary for the effective operation of the University College.
• Assist the team at special programs and events.
• Ensures timely and effective processing of requisitions, travel authorizations, payroll, timesheets, and transaction forms.
• Design University College brochures, flyers, and other media communication materials as assigned.
• Perform other related duties assigned by the Dean.

Required Experience & Skills:

• Associates degree in business or a related field with 3 to 5 years of administrative experience.
• Must be able to handle sensitive and confidential information.
• Proficient use of Microsoft Suite including Outlook, Word, Excel, PowerPoint, Publisher, and ACCESS enabling the production of charts and graphs from raw data
• Demonstrated meticulous attention to detail.
• Knowledge of general office equipment: computers, fax copiers, scanners, printers, digital camera, and phone system.
• Accurate typing and data entry skills.
• Demonstrated ability to produce written reports using proper English grammar and punctuation.
• Demonstrated ability to transcribe minutes.
• Exceptional organizational, multi-tasking, and analytical skills.
• Ability to set priorities among duties.
• Demonstrated impeccable customer service skills.
• Knowledge of efficient and effective office organization.

BEHAVIORAL EXPECTATIONS:

Customer Service Orientation. Proactively develops customer relationships by making efforts to listen to and understand the customer (both internally and externally); anticipates and provides solutions to customer needs; giving high priority to customer satisfaction.

Key Actions:

• Acknowledges the customer.
• Clarifies the customer's need.
• Meets or exceeds the need.
• Confirms satisfaction.
• Listens and empathize.
• Takes responsibility for action.

Impact. Creates a good first impression, commands attention and respect, shows an air of confidence.

Key Actions:

• Speaks with confident tone of voice.
• Maintains an attentive posture.
• Responds warmly and openly.
• Dresses appropriately.

Initiative. Makes active attempts to influence events to achieve goals; self-starting rather than accepting passively; takes action to achieve goals beyond what is required; being proactive.

Key Actions:

• Be proactive.
• Generates ideas for continuous improvement.
• Seeks opportunities for personal growth and professional development.
• Does more than is required.

Integrity. Maintains and promotes social, ethical and institutional norms in conducting internal and external business activities.

Key Actions:

• Shares complete and accurate information.
• Fairly represents department and institution's capabilities.
• Maintains confidentiality.
• Adheres to policies and procedures.
• Meets personal commitments and promises.

Teamwork and Collaboration. Works effectively with teams, work groups or those outside formal line of authority (e.g. senior managers) to accomplish institutional goals; takes actions that respect the needs and contribution of others; contributes to and accepts the consensus; subordinates own objectives to the objective of the institution or team.

Key Actions:

• Uses relationship skills effectively.
• Maintains or enhances self-esteem.
• Listens and responds with empathy.
• Shares thoughts, feelings and rationale.
• Contributes to team or institutional success.
• Exchanges information freely. Volunteer ideas and help.
• Builds on the ideas of others.
• Support decisions publicly and privately.
• Put team or institutional goals ahead of individual goals.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

The incumbent is required to have

• Good Organizational skills
• Excellent written and verbal communication
• Exhibit a strong interest in undergraduate education and commitment to civility, spiritual and cultural diversity

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\t\t\t\t\t\t\t \t\t\t\t\t\t\tEdward Waters University values Diversity and is an Equal Opportunity Employer. \t\t\t\t\t\t

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