This is an advanced level secretarial, administrative, and technical position, providing support to two college wide faculty chairs and functioning as an office supervisor overseeing a complete system of support services and processes.
An incumbent independently performs a variety of interrelated administrative duties requiring knowledge of a wide range of College processes, policies, and procedures.
May also be responsible for initiating basic personnel actions such as time sheet approval, collecting new hire paperwork, hiring and training student workers.
Communicates with others at all levels throughout the College and external businesses and organizations to obtain and provide information, and to arrange appointments, meetings, events, travel, and schedules.
Maintains, liaises with, and informs other parties of matters requiring their attention. Speaks for the supervisor on matters on which the supervisor’s views are known, or as otherwise authorized. Reviews and approves disbursement forms recommends changes to agency/work unit administrative policies procedures and methods uses existing spreadsheets and databases to interpret and organize resource information provides customized reports to analysts or others in the unit.
Approves and authorizes accounts through corporate system monitors external accounts and resolves discrepancies reviews and reconciles status reports.
Serve as confidential aide to two or more Collegewide Administrators.
Perform a wide variety of administrative duties: receive and screen phone calls; create correspondence, flyers, etc.; filter contacts for administrator(s); transmit and explain directives for staff Direct calls and walk-ins to appropriate staff or departments.
Facilitates the resolution of complaints from students, parents, and the general public.
Maintain administrators’ calendars, as well as scheduling of conference space.
Attend meetings, take verbatim or summary notes and distributes notes and minutes; follow-up on decisions and actions taken at meetings.
Represent the office at committee meetings, work groups, and other events as assigned.
Prepare requisitions and purchase orders; verify process and pay invoices; review and reconcile purchasing card statements for approval by the account manager; and other financial/budgetary administrative services.
Maintain/update databases and/or tracking systems for files, correspondence, or issues requiring immediate attention and follow-up.
Research files and records compile data, memos, notes, and weekly, monthly, and annual reports for supervisory review and/or signature.
Knowledge of: modern office procedures and practice; English usage and mathematical computations and techniques needed to collect, organize, and report information/data in a narrative or statistical forma.
Knowledge of standard budgeting and accounting systems.
Knowledge of personal computer hardware and office software.
Ability to draft and proofread written correspondence, effectively communicate, interact and resolve issues with diverse, multi-cultural public and staff.
Minimum of five years of increasingly responsible administrative support experience, two years of which was in support of a leadership position.
High School Diploma or GED.
Some college coursework in business writing, computer software applications, accounting, or an appropriate combination of education and work experience at an executive support level.
Professional environment at all times.
This role requires an experienced Admin Assistant who has worked for high level positions in the past.
Dress would need to be professional this is similar to a C level position.
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