Administrative Support II
ESSENTIAL DUTIES and RESPONSIBILITIES: Include, but are not limited to, the following:
Provides administrative support services to the department or function enabling them to focus on high level objectives and goals.
Manages the requisite calendars, coordinating calendars with university offices, faculty, students, management and external parties to set up meetings and supervise the arrangement of related logistics such as site locations, reservations, travel arrangements, audio-visual equipment, catering, etc.
Provides daily briefing for the department/function including calendar, agendas, and background material as needed.
Presents a professional and welcoming image for the reception area, greeting and directing guests, faculty, staff and students, answering phones, responding appropriately to inquiries and handling incoming and outgoing mail appropriately and in a timely manner.
Schedules standing weekly and monthly meetings for the department/function as directed.
Attends meetings which require note taking and distributes. Follows up on action items occurring and delegated as necessary.
Maintains an appropriate inventory of necessary department supplies(which may cover office, cleaning, or raw materials) and orders and replenishes supplies as necessary within approved budget guidelines.
Processes, and follows up, as needed with required paperwork or electronic forms. Assists with navigating the University’s processes for purchasing, human resources issues, accounts payable/receivable, payroll and timekeeping, public safety/parking, etc.
Assists with planning and organizing special events, conferences, meetings, etc., initiated or hosted by the department including preparation and coordination of plan details, logistical arrangements, timelines and communications based upon the event. This may include arranging vendors, booking conference or meeting space, scheduling speakers or talent, invitations, marketing/promotional materials, oversight of budgets and coordinating/synchronizing efforts with other staff, such as Event Services.
Maintains physical and electronic files and may prepare reports which may include highly sensitive information.
Works with all levels of internal management and staff to provide smooth communication flow to management.
Answers questions about the University and provides callers/visitors with address, directions and other information, when necessary.
Prepares expense reports and submits for management approval and reconciles expenses.
Handles filing, copying and routing of documents including student information, and perhaps sensitive business information.
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills, and/or abilities required to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High school diploma or equivalent required; Associate/Bachelor's Degree preferred.
A minimum of 2 years’ work experience in handling a wide range of administrative responsibilities.
Must be able to pass pre-employment background check(s).
An equivalent combination of education and relevant work experience may be substituted upon supervisor’s approval.
Knowledge, Skills and Abilities:
Excellent communications skills with a good command of the English language.
Solid planning and organizational skills with the ability to prioritize, cope with changing priorities and meet competing deadlines occurring simultaneously.
High proficiency with technology, including MS Office Suite with familiarity with iPhone, iPad, Skype, online meetings, video conferencing, audio-visual equipment and other currently available technology.
Ability to maintain confidentiality, exercise good judgment, act professionally, sensitively and with a high level of discretion.
Good follow-up and follow-through skills and abilities.
Ability to anticipate needs and work proactively to manage daily work flow.
Good attention to detail.
Self- motivated with the ability to work independently and proactively and to meet deadlines.
Ability to cultivate and develop good work/team relationships consisting of a cross-section of diverse people and to act diplomatically.
Ability to work and produce results operating in a fast-paced environment while remaining flexible, proactive and resourceful.
PHYSICAL DEMANDS / ENVIRONMENT: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.
The following physical demands are estimated by the amount of time spent. Usually, the amount of time spent will be estimated on a daily basis, but depending on the position could be estimated on a weekly basis or a monthly basis.
Constantly: 60%+ or 5-8 hrs/shift Occasionally: 10%-25% or 1-2 hrs/shift
Frequently: 25%-60% or 4-5 hrs/shift Rarely: less than 10% or less than 2 hrs/shift
Position is primarily sedentary and works within a typical office environment.
Work constantly involves using a computer QWERTY keyboard inputting data, preparing reports on a computer or laptop; constantly involves the use of hands, wrists, fingers, shoulders and forearms for keyboarding and movement of a mouse.
Work constantly involves the use of a computer monitor to see, review, read, research, identify data, compare data, identify errors, and reconcile information.
Work constantly involves close up work with the computer monitor to review, track and respond to conversations, discussions, post information, etc.
Work occasionally involves presenting data, information and/or instruction to a group.
Work frequently requires communication skills to orally present information, respond to inquiries, resolve problems, and provide instructions.
Occasionally requires the ability to move about the office and to move about the campus.
Work rarely involves lifting of up to 25 pounds.
Work frequently involves the ability to communicate with others through a variety of means including in person, telephonically or other readily available technology.
Work frequently involves active listening and decoding and interpreting information and instructions while preparing notes in a meeting.
Work occasionally may involve lifting, carrying or transporting equipment up to 25 pounds.
Work frequently requires mental acuity in understanding complex information; manage competing projects of varying deadlines; follow up and follow through of projects and assignments; research data or material; reading comprehension; calculate simple mathematical formulas; plan and organize meetings and events; critical thinking skills; problem solving skills; and concentrating and focusing on the task at hand.