Administrative Assistant

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CORE JOB SUMMARY                                                                                                                                    

The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.  

CORE JOB FUNCTIONS                                                                                                           

Supports department and/or department leadership with daily clerical tasks. Prepares basic reports, charts, budgets and other presentation materials. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates calendars. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. Greets and provides general support to visitors. Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High school diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to process and handle confidential information with discretion.
• Skill in completing assignments accurately and with attention to detail.
• Proficiency in computer software (i.e., Microsoft Office).

DEPARTMENT ADDENDUM

Department Specific Functions

This position is primarily responsible for providing staff support to the graduate program and faculty in the department. Will work under the direction of the Department Manager and/or Director of Graduate Studies to ensure compliance with the university, college and departmental policies and procedures. Responds to routine inquiries/needs or directs to appropriate individual within the department. The work described below can span across multiple academic departments within the college.

MLL Graduate Program: Under the direction of the Director of Graduate Studies, provide support for graduate student recruitment and admissions program.

• Maintain on-line and departmental databases regarding applicants. Coordinate the compilation of student files and review by appropriate offices (departmental committees, International Admissions, Dean's office, graduate school, etc.). Notify applicants of decisions.
• Assist graduate students with academic issues such as admissions, registration, add/drops, etc.
• Assist in preparation of materials and administration for the MA and Ph.D. applications for candidacy and graduation.
• Coordinate with International Admissions office to ensure international students have all necessary documentation (transcripts, degrees, Visa, etc).
• Prepares and ensures payment of salary, stipend or scholarship to all graduate students as directed by adviser, principal investigator, or Director.
• Monitor and assist with all pre- and post-travel requests and proper processing of purchase orders, IDRs, reimbursements, check requisitions, travel advances and other financia