Administrative Assistant

Job Description

Job Description:
Under the direct supervision of the Division Chair, this position provides administrative and secretarial support for the Division Chair along with adjunct and full-time faculty members. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Essential Duties and Responsibilities:
Within established department procedural guidelines, the incumbent performs advanced and complex administrative support or data processing functions to complete assigned duties and comply with University policies and external agency regulations. Essential job functions may include, but are not limited to the following:

Perform advanced data and/or document processing functions in automated systems to meet departmental performance objectives; create and/or change electronic records;
Prepare and distribute documents according to specified requirements;
Respond to walk-in, e-mail and telephone inquiries;
Make travel arrangements, manage itineraries and prepare expense reports;
Maintain an organized office; and protect sensitive / confidential information;
Access, retrieve and store documents according to established file systems;
Plan and coordinate special events;
Prepare and distribute mass mailings and/or departmental reports;
Perform general business and banking transactions, i.e., manage cash receipts and prepare purchase orders
Complete special or cyclical projects and additional tasks that reflect the nature of the actual work assignment.
Maintains student records and ACT 48 Database

Requirements:
High School diploma required. Associate's degree preferred or equivalent combination of training and experience.
Minimum three years of relevant experience in a college setting.
Must be able to work with little or no supervision.
Must be able to handle multiple tasks and priorities based on departmental needs.
Must have excellent communication skills, and the ability to build relationships and work collaboratively with internal and external constituencies, including students.
Must have a high level of professional appearance and demeanor.
Ability to maintain a high level of confidentiality and discretion.
Higher education experience preferred.
Intermediate to advanced skills in computer use, including Microsoft Office Suite.

Application Instructions:
Required Documents:
Resume
Cover Letter

Original job postingSubmit Resume

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