Sr. Office Assistant - 30 hrs/week

Department: Associate Provost for Undergraduate Education

Summary

The Office of the Associate Provost for Undergraduate Education (APUE) is seeking an Office Assistant to provide outstanding customer service and administrative support, ensuring the smooth operation of our department. Representing various units, including the Pavlis Honors College, the Enterprise Program, and Essential Education, this position will serve as a positive representative for these areas. The Office Assistant will deliver professional administrative support to the faculty, staff, and students within the APUE area. As the first point of contact for all students, faculty, staff, and visitors, exceptional interpersonal and communication skills are essential. This role is critical in fostering a welcoming and efficient environment within the Office of the Associate Provost for Undergraduate Education.

Responsibilities and Essential Duties

1. Provide exceptional customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
2. Demonstrate good judgment and discretion when handling confidential information and resolving non-routine issues. Facilitate contact with appropriate personnel when required.
3. Provide administrative support for departmental functions, including answering phones and emails and directing all questions; receive and route mail; compose routine correspondence.
4. Assist staff with project coordination tasks and event planning/support, including catering orders, room reservations, etc.
5. Assist faculty and staff with administrative tasks as needed.
6. Maintain calendars for conference rooms, and reserve rooms upon request.
7. Maintain department files, calendars, and email lists.
8. Assist with travel arrangements for professional staff/faculty members, guests, and student teams.
9. Provide support organizing staff and other meetings as needed; take meeting minutes when requested.
10. Manage credit card transactions and upload invoices for unit staff/faculty members.
11. Assist instructors with ordering/gathering/printing course materials and grade submissions.
12. Assist with honors program management tasks such as creating and organizing new student files, updating current student files, student coding in Banweb, updating listservs, running reports, etc.
13. Assist with EPAFS
14. Coordinate prospective student tours scheduled through Admissions.
15. Conduct inventory and maintain stock of office and kitchen supplies.
16. Assist with ordering marketing supplies, marketing distribution, and maintaining departmental bulletin boards and display cases.
17. Arrange rooms, equipment, and misc. services; process key requests and building access.
18. Collaborate with IT and Facilities for office/building needs and improvements.
19. Commit to learning continuous improvement strategies and applying them to everyday work. Actively engage in college and university continuous improvement initiatives.
20. Apply safety-related knowledge, skills, and practices to everyday work.
21. Perform other duties as assigned.

 

Required Education, Certifications, Licensures

● High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

● 1 year of experience in an administrative clerical support position.
● 1 year of experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.
● 1 year experience in a customer service setting.
● Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking and importing and exporting files.

Desirable Education and/or Experience

● Experience using BANNER, Webfocus, Perceptive Content, and Concur.
● Experience working with and managing budgets.

Required Knowledge, Skills, and/or Abilities

● Excellent interpersonal, customer service, and written/oral communication skills.
● Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
● Experience using MS Suite and Google Suite.
● Demonstrated ability to use judgment when dealing with confidential information.
● Demonstrated ability to work as a team member and contribute to the overall smooth operation of a customer-service environment.
● Demonstrated ability to learn new computer applications.
● Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.