"Administrative Assistant 2"

Job Summary

This position will provide administrative support to the Department Chair and Faculty.

Responsibilities

The duties include, but are not limited to: ADMINISTRATIVE ASSISTANT TO THE DEPARTMENT CHAIR: Support the Department Chair with daily administrative and operations functions and tasks as required. Such as, managing the Chairs Outlook Calendar, scheduling meetings, taking messages, sending communications, and taking minutes in meetings. DEPARTMENT BUSINESS OPERATIONS: Work with the Business Operations Specialist regarding a variety of fiscal year administrative tasks related to budget, purchasing, grants, department employment, payroll, travel, etc. Reconciles and maintains monthly budget reports for the department. Orders all supplies and equipment for the department; this includes office supplies, class supplies and equipment; and computer equipment, hardware, and software. Enters routine and non-routine PeopleSoft requisitions for all purchase orders. Maintain healthy working relationships with multiple vendors. Requests quotes for requisitions, submits invoices after the successful receipt of orders. Also maintains the Purchase Card for urgent or last-minute office supplies or equipment and conference registration fees. Maintains accurate files and records for each purchase. Reconciles Purchase Card statement and expense reports each month. Assists department faculty with college grant and/or campus program awarded monies to assure that the monies are expended appropriately. Assists with faculty the completion of Travel Authorization forms and Travel Expense Statements to assure accuracy before documents are shared with the Travel Office for processing. Process paperwork to submit Foundation check requests for appropriate reimbursement. Process Inter-Departmental Requests (IDRs) as needed. Act as the point of contact for internal and external purchasing vendors.

ACADEMIC SUPPORT: Coordinate interview schedules for faculty and staff candidates. Conduct interviews, train, assign work, and review the work assignments of graduate assistants hired on a semester-by-semester basis. Attends monthly departmental meetings; transcribes notes and takes minutes. Serve as a liaison between the full-time and part-time faculty to streamline requests made to the Registrar's Office (classroom and event scheduling, graduation applications, approved course overrides, transient permissions, etc. each semester). This also includes Academic Admissions.

FACULTY SUPPORT: Serve as a liaison between the full-time and part-time faculty to streamline requests made to Information Technology to troubleshoot faculty offices and classroom computer hardware and software concerns. This includes Internet outages, telecommunication, and classroom audiovisual support. Spring Part-time Faculty Offer Letters/ Summer Faculty Offer Letters/ Fall Part-time Faculty Offer Letters - accurately compose/edit/share/follow-up/receive/compile/distribute Offer Letters, Additional Pay Memos, and Extra Duty Pay Form for appropriate part-time instructors and for appropriate summer faculty. Entered monthly payroll reports for part-time faculty (based upon recorded Affordable Care Act hours provided and the academic class schedule) and oversee full-time faculty leave through the time reporting leave entry system: OneUSG Connect.

OPERATIONS SUPPORT: Establishes, updates, and maintains laptop/computer and equipment inventories and records; this includes activity supplies and equipment. Coordinates surplus requests with Property Control for dated, poor condition and/or inoperable department equipment. Submits work request forms for Facilities Operations for maintenance services within the department and coordinates maintenance.

OFFICE SUPPORT: Greets visitors, answer, and direct phone calls, provide appropriate responses to a variety of routine and nonroutine questions concerning the office's operations and/or policies, and directs individuals to appropriate resources when applicable. Directs students and prospective students' questions/concerns via email and phone to appropriate program coordinator. Perform prioritization of work requests to include handling last-minute deadlines efficiently. Utilize independent decision-making when coordinating meetings. Demonstrate effective problem solving and decision-making skills when dealing with student issues. Responsible for completing all AU monthly and annual training requirements. Participate in monthly college administrative meetings and monthly college staff meetings. Maintains student files; includes filing and purging of materials. Maintain working knowledge of office equipment (Scanners, Copiers, and printers). Perform prioritization of work requests to include handling last-minute deadlines efficiently. Utilize independent decision making when coordinating meetings. Demonstrate effective problem solving and decision-making skills when dealing with students. Responsible for completing all AU monthly and annual training requirements.

OTHER DUTIES: Perform all other job-related duties as assigned.

Required Qualifications

Associates degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions. OR High school diploma/GED from a recognized State or Federal accrediting organization and seven years of progressively responsible experience in administrative support positions.

Preferred Qualifications

Three years of Administrative Assistant experience. Experience working with budgets and financial support. Experience and knowledge of AU grants procedures and approval processes.

Knowledge, Skills, & Abilities

KNOWLEDGE: Proficient in Microsoft Office and other computer software/databases. SKILLS: Strong computer skills. Strong written and oral communication skills, organizational skills, and outstanding people skills. ABILITIES: Ability to work independently to perform complex tasks. Resourcefulness in conducting office operations efficiently to facilitate and support the mission of the College. High ethical standards and ability to maintain confidentiality. Sensitivity to the needs of students and the College's educational role. Commitment to USG policies governing operations. Flexibility as processes change.