Administrative Assistant, Advising and Academic Services (CL-2)

 

Position Title:

Administrative Assistant, Advising and Academic Services (CL-2)

Department/School:

Advising & Academic Services

Salary/Pay Rate:

$20.66/hour - $21.69/hour

Job Summary:

The Administrative Assistant, Advising and Academic Services (CL-2) provides specialized support to the Center for Advising and Academic Services by processing and compiling information, preparing reports, and completing other specific administrative duties.

Physical Effort & Work Environment 

The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.

Vacation days may not be approved during the following "black out" periods: two weeks before and two weeks after the starting date for the fall semester; one week before and two weeks after the starting date for the spring semester; and during the two- week period leading up to graduation.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite. 

Requisite Skills 

5B-Intermediate Written Communication

Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software office  

6B-Intermediate Office Organization

Consistently demonstrates ability to manage operational aspects of the with minimal to no supervision,  including   time management,   information   distribution,   and   project   deadlines. Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies

7B-Intermediate Record & Data Processing

Consistently demonstrates ability to process routine forms and records quickly and accurately, using  multiple  programs,  and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail

9B-Intermediate Auditing & Data Reconciliation

Consistently demonstrates ability to audit accuracy of data and investigate discrepancies, as well as reconcile expense reports. Errors are located using developed attention to detail.  Errors committed are of average severity, and overall risk to institution is concerning and may necessitate corrective action

15C-Advanced Interpersonal Communication

Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action

17B-Intermediate Responsibility

Consistently   demonstrates   ability   to   prioritize, coordinate   and complete (start to finish) basic work assignments with minimal to no assistance or  instruction,  such  as  preparing  faculty  appointment letters

18C-Advanced Organizational Knowledge

Consistently demonstrates extensive  knowledge  of entire University and outside organizations

Essential Functions:

• Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public
• Answer questions as able or refer inquiries to appropriate person
• Open, sort and distribute office mail. Process outgoing mail
• Access department calendars; schedule and log appointments as necessary
• Assist in event organizing or scheduling
• Create, update and proofread various correspondence and documents
• Maintain complex filing systems, including student and faculty files
• Enter and manage information in department computer system; information may be of a confidential nature
• Manage and reconcile independent budgets and financial records
• Purchase office supplies and equipment when needed
• Train and supervise student workers
• Maintain knowledge of state and federal regulations pertinent to position
• Possess intimate knowledge of entire institution
• Consistently demonstrate courtesy, tact, profe