Position Title:Administrative Assistant I Curriculum/Instruction
Department:Curriculum and Instruction
Reports To:Department Head
Purpose of Position
Works independently on complex projects under deadlines and may be subject to extreme workloads. Acts in a clerical, secretarial or administrative capacity to manage the activity and productivity at the department level in an efficient manner.
- Serves as receptionist by greeting visitors, directs them to the appropriate person, or answers their questions confidently.
- Answers telephone and provides information. Routes callers to appropriate places. If a person cannot be reached, names and number are taken and call is returned within 24 hours.
- Prepares letters to potential students, communication with faculty and staff and tracking budgets.
- Opens, reads and distributes mail. Maintains departmental files, including filing, scanning and maintenance. Records minutes of meetings. Manages office flow and traffic. Schedules appointments. Maintains work orders when necessary.
- Assist in the preparation of department budgets and tracks expenditures. Maintains departmental inventory. Arranges travel and processes vouchers.
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
High school diploma or equivalent Associates or Bachelors degree preferred. Five (5) years secretarial or one (1) year administrative assistant experience required. Five plus (5+) years secretarial or administrative assistance experience preferred. Requires knowledge of business communication, spelling punctuation and office procedures. Good computer skills the ability to interpret and prepare reports, organize and prioritize, maintain records, excellent communication skills. Knowledge including budget planning, finance management and understanding of such programs as FAMIS, Canopy and Banner preferred.
Supervision of Personnel
May supervise student workers and graduate assistants.