Position Title:Administrative Assistant I Sam Rayburn Student Center
Department:MSC (Student Center)
Reports To:Executive Director
Purpose of Position
Maintains the administrative functions of the Director‚??s Office including the management of all fiscal affairs to the Center. Coordinates such functions in all operating areas.
- Serves as public relations person for all (internal and external communities) to the Administrative Office; must possess exceptional telephone etiquette in responding to telephone calls; must have extensive knowledge about the Center and University to provide appropriate information.
- Maintains daily deposits for the Center including Club, Game Room and Building Rent.
- Monitors all cash operating areas and reports any inaccuracies or problems on a daily basis.
- Prepares monthly payroll for full-time and part-time staff; maintains bi monthly report on student labor; on sick leave/vacation for all full-time employees.
- Maintains all budgetary records as appropriate for the Center including 12 accounts.
- Maintains the balancing of the safe and change machine on a daily basis.
- Coordinates all tickets sales sold thought the Sam Rayburn Student Center from local business and departments on campus..
- Acts as liaison with the Personnel Office regarding all personnel actions; types and files all forms relating to personnel.
- Acts as liaison with the University Purchasing Office; prepares purchase requisitions and maintains appropriate files.
- Acts as liaison with the University Fiscal Office; prepares purchase requisitions for checks to be cut and the processing of travel applications.
- Acts as liaison with Student Employment; coordinates student employment interviews and hiring with appropriate supervisors.
- Acts as liaison with the Dean of Students Office.
- Provides back-up support for he Office of Scheduling; schedules facilities in the Sam Rayburn Student Center, University Auditorium.
- Maintains an inventory of all office furniture and equipment.
- Takes and distributes minutes and coordinates meetings for assigned committees.
- Serves on committees and/or assists in coordination of university events, such as Family Day.
- Maintains the key control system for the Center.
- Prepares billings for the Center’s building rent to departments on campus and local businesses.
- Assists with travel by making hotel and vehicle reservations; prepares travel requisitions and vouchers.
- Maintains an inventory of office supplies for the Center; orders as necessary.
- Assists with reservations and hosts Faculty and Staff Luncheons.
- Orders housekeeping supplies as necessary.
- Attends workshop, conferences and seminars to advance knowledge with computer programs and all aspects of the Student Union operations.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Requires a minimum of a high school diploma or equivalent, degree preferred. Five (5) years secretarial or related experience, or one (1) year experience as an administrative assistant, preferably in higher education. Knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills. Ability to organize and set priorities, maintain records, interpret and prepare reports and compose memoranda and letters and excellent communications skill essential. Good computer skills and knowledge needed; with ability to demonstrate word processing and spreadsheet experience.
Supervision of Personnel
May provide guidance to students and assist in training