Administrative Assistant I

Position Function:

Performs and/or oversees a variety of associated administrative, staff, and planning activities for a Dean or large unit, some of which require advanced or specialized knowledge and skills, such as specialized recordkeeping and database management, and/or specified information-gathering projects and tasks, coordinates and facilitates meetings, program functions, and/or special events, as appropriate. In addition, may coordinate specified administrative activities and reporting across multiple organizational units within a department, and may train and oversee lower graded staff and/or students.

Salary Grade:  11

Please see Staff Compensation Structure for salary ranges. 

Department Profile:

The mission of the College of Education is to prepare highly qualified professionals to serve as teachers, administrators, supervisors, counselors, and other professionals in educational settings, industry, and human service agencies.
The College of Education values outstanding teaching and is dedicated to offering nationally accredited programs that are based on essential knowledge, sound practice, relevant research, and realistic clinical training in the preparation of its students.
Our Values:
• The College of Education is committed to providing diverse professional development opportunities at the baccalaureate, master’s, educational specialist, and doctoral degrees.
• The College of Education, through its leadership in teaching, service, research, recruitment, and international activities, prepares professionals who contribute substantially to the improvement of the lives of an increasing diverse group of individuals in our changing, technologically complex, and diverse society.

Essential Duties and Responsibilities:

1. Directs, supervises, and coordinates the administrative function of a complex office.
2. Studies, analyzes, and recommends procedures and processes in order to improve continuity and simplify reporting.
3. Analyzes operating practices such as record keeping systems, office layout and performance standards to create new systems or revise established procedures; remain abreast of trends in administrative operations.
4. Coordinates collection of and participates in the preparation of operating reports using word processing, spreadsheets, and database software.
5. Develops, plans, and implements programs, office policies, and procedures relevant to the unit mission and goals.
6. Manages events calendar for the unit; coordinates logistics of functions and events.
7. Works closely with Academic Coordinator to maintain student records, and assist with processing teacher education admissions.
8. Greet and direct visitors and answers inquiries concerning activities/operations of the unit.
9. May arrange meetings and conferences, schedule interviews and appointments, and perform other duties as related to maintaining one or more individual schedules; may make travel and lodging arrangements, either directly or through travel agencies.
10. Manages flow and distribution of mail and shipping for the unit.
11. Maintain and facilitate a professional, well-organized, and welcoming atmosphere that promotes inclusiveness while carrying out the mission of the unit.
12. Other duties as assigned.

Minimum Qualifications:

Education: High school diploma

Experience (yrs.): 4-6 years Directly related to the duties and responsibilities specified.

Substitution allowed:
Indicated education is required; no substitutions allowed.

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

1. A highly motivated self-starter
2. Ability to navigate from one unrelated task to another efficiently and quickly
3. Proficient in Microsoft Office Suite
4. Familiarity with Concur and Banner Applications
5. Strong technical writing skills

Knowledge, Skills, and Abilities:

* Excellent written and verbal communication skills.
* Working knowledge of word processing, spreadsheet, and database software packages.

Working Conditions and Physical Effort

* Work is normally performed in a typical interior/office work environment.
* No or very limited exposure to physical risk.