Administrative Assistant

Job Summary

The Administrative Assistant provides administrative support to Retention & Graduation Services. Acting under general supervision, the position anticipates management or unit needs, proactively solves problems, and handles issues.

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the leadership of Retention & Graduation Services (RGS), including responsibilities such as managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• Serves as a liaison to various campus partners and constituents through correspondence, phone, and in-person contact, including responsibility for unit reception.
• Coordinates a wide variety of projects, such as events, conferences, and meetings.
• Administers RGS programs through records maintenance, generating reports, troubleshooting issues, monitoring student compliance, and resolving student inquiries.
• Provides transactional maintenance of funds and accounts for several areas of the unit.
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, travel, and purchasing; may assist with fiscal planning.
• Collects information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Drafts or reviews correspondence or other documents.
• Creates or maintains unit filing systems or workflows, establishes and maintains records, and maintains confidential information.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• May supervise or serve as a lead for other staff, including students.

Other Duties  

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing demands are involved.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to effectively manage the work of others by providing information, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies, and procedures consistently.
• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.
• Ability to maintain confidentiality and discretion at all times.

Pay Grade 15

This position is not eligible for sponsorship