Administrative Assistant - Theatre

Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. If you'd like to know more, be sure to check out all of the NU Facts.

JOB SUMMARY:

Under general supervision, the Administrative Assistant will assist with the administrative support to accommodate the needs of the office as well as provide secretarial assistance and coordination of functions and activities.

ESSENTIAL DUTIES:

• Answer telephones, take messages, schedule appointments and greet visitors;
• Perform general office procedures, catalogue material, order supplies, make travel arrangements and answer department-related questions;
• Handle correspondence, produce reports (including graphs and charts), presentations, and record minutes of meetings
• Receive and distribute mail and handle both internal and external campus mailings.
• Monitor the budget and report irregularities to supervisor.
• Maintain calendar(s) to schedule appointments, coordinate and maintain scheduled activities and ensure compliance with deadlines
• Utilize Google Suite and Microsoft Office for word processing, database and spreadsheet management, presentations and other software as applicable;
• Make travel arrangements and organize luncheons and events;

ESSENTIAL DUTIES:

• Assist with publications (print and digital) including the annual report, program brochures, newsletters, and marketing materials;
• Maintain academic department and production websites
• Maintain inventory of office supplies;
• Maintain records ensuring completeness and accuracy;
• Schedule and coordinate meetings, events and orientations as needed;
• Respond to all concerns and inquiries when supervisor is unavailable;
• Submit part-time and overload faculty payroll to the payroll department for processing;
• Prepare budget revisions check requests, purchase orders, travel authorizations investigate budget changes and payroll vouchers for reimbursement;
• Maintain confidentiality of information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material, should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment;
• Perform other duties as assigned.

GENERAL DESCRIPTION:

% of Time

35% Answer telephones, take messages screen visitors, schedule appointments, maintain office calendar

30% Create, input and maintain spreadsheets, databases, correspondence and documents.

30% Perform administrative tasks such as monitoring the budget, coordinating meetings and functions, maintaining files and submit part-time and overload authorizations to payroll.

5% Supervise student aides and other clerical tasks.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
• Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
• Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.
• Ability to receive telephone calls, respond to inquiries and effectively communicate with others.
• Computer literate, including Microsoft Office, and ability to learn new computer software programs.<