Administrative Assistant

Job Title

Administrative Assistant

Department

Student Life Engagement

Worker Type

Regular

Pay Type

Hourly

Hourly Rate

19.85

Work Shift

Scheduled Weekly Hours

40

Benefit Eligible

Yes

Post-Offer, Pre-Employment Physical Required?

No

Job Description Summary

This administrative assistant position is with the Student Life Engagement area within the Division of Student Life.

Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of a University administrative unit

Job Description

Characteristics Duties and Responsibilities - Essential Functions

• Monitors and reviews operations of unit; ensures smooth work flow; ensures work product meets professional standards.
• Serves as informational resource to staff; investigates and resolves problems or difficulties related to area of expertise.
• Assists University staff, faculty, and students; answers inquiries and provides information.
• Oversees staff; assists in the enforcement of policies and procedures; establishes schedules and reviews performance.
• Gathers and analyzes statistical information regarding department's programs and activities; produces reports.
• May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments; may maintain inventory of supplies.

Minimum Requirements

• Requires nine months of coursework or training beyond high school in Business Administration and three years of related experience, or an equivalent combination of education and expertise.

Knowledge, Skills, Abilities, and Worker Characteristics

• Knowledge of unit's operations, policies, and procedures
• Supervisory skills
• Knowledge of computer and office applications
• Research skills

Additional Position Information (if applicable)

• Assists users of department's services by providing information regarding policies and procedures; may assist patrons by aiding them in using services or filling out forms.
• May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments.
• May assist with various administrative tasks including ordering supplies, preparing requisitions, scheduling use of equipment, maintaining calendars, or conducting research.
• May prepare various written materials including correspondence, information sheets, or news releases.
• May maintain and update various files and records; may maintain department's computer databases.
• May assist in the performance of various clerical tasks including answering phones, typing, opening and distributing mail, or preparing bulk mailings.

Job Responsibilities
Policies and Procedures:

• Form Management
• Organization registration forms
• Student organization management platform forms
• Student Handbook Policy enforcement and communication for event registration, signage, facilities
• Event Planning Forms and Contracts
• Maintenance of Policies and Procedures on website

Financial Management

• Provides oversight to the C-SEAL Office of Student Engagement and Activities
• Keeps general ledger of all accounts
• Maintains all office supply purchases
• Uses university platforms to process all direct pays, requests for purchase order, office supply purchasing and serves as an approver for accounts assigned to this Office.
• Works with director to develop and assess annual budget for department
• Processes all departmental transactions

Administrative and Clerical Tasks

• Maintaining Website
• Weekly online newsletters
• Booking travel for all staff
• Answers phone, office e-mail
• Customer service for students and others who stop into the office
• Assists professional staff with calendaring
• Provides administrative staff travel and registration support for conferences
• Oversees P-Card approval and reconciliation process
• Proofreads office communications
• Maintains departmental calendar
• Assists in event planning: ticketing, room reservations and confirmations, catering, event details, decorations and event support.
• Sort and distribute all mail for the office