Administrative Assistant - Allied Health Studies

JOB DESCRIPTION

This is an administrative support position responsible for performing complex secretarial and/or administrative work, usually reporting directly to a department administrator. Work involves planning, organizing, and performing a wide variety of administrative and bookkeeping activities and may require supervision of one or more clerical assistants in carrying out the details of the work. Work often involves handling confidential and sensitive material. Work may require extensive interaction with students and planning of individual degree programs; and assisting in the development of departmental policies and procedures. Responsible for gathering data, maintaining files, and processing a variety of records and reports for university administration and various state agencies. Requires frequent contact with other university or state agencies and the general public. May schedule and coordinate luncheons, meetings, and conferences. May supervise student employees. Work is performed under general supervision and is subject to review through conferences with the administrator.

QUALIFICATIONS

High school diploma or equivalent is required. College credits relating to specific job duties is preferred.

Four years of related experience is required. Experience in general office practices and procedures is required. Experience in use of computer (word processing, database, and spreadsheet applications) is required. Additional education may substitute for experience on a basis set forth by the Department of Human Resources.

ESSENTIAL JOB FUNCTIONS

1. Assists administrator in the development of departmental policies and procedures.
2. Interprets policies and explains procedures relating to the activities of the department.
3. May maintain departmental bookkeeping/accounting, including billing.
4. Prepares special and routine reports and maintains departmental records.
5. Handles routine and confidential correspondence.
6. Utilizes a high level of skill in the preparation of reports, special studies, and similar documents.
7. May compile statistical data and prepare various studies of departmental activities.
8. May assist in counseling students and providing information relating to the function of the department.
9. May act in administrator's behalf in his/her absence.
10. May use a computer terminal for typing, storage, and retrieval of information.
11. May complete degree plans and provide course curriculum information where applicable and counsel students accordingly.
12. May train and supervise a small clerical staff in performing routine duties.
13. May take and transcribe dictation as required.
14. May approve and sign requisitions, vouchers, and other routine documents.

NON-ESSENTIAL JOB FUNCTIONS

1. May receive and/or supervise the receipt of payments from student and others for departmentally sponsored activities.
2. May instruct or supervise others in computer terminal usage.
3. May be involved in screening and evaluating applicants for departmental clerical positions.
4. May act as receptionist.
5. Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

1. Thorough knowledge of, or ability to learn, university and departmental policies and procedures.
2. Thorough knowledge of, or ability to learn, university and departmental degree requirements.
3. Knowledge of modern office procedures and related office equipment.
4. Skill in operation of office equipment including, but not limited to, typewriter, dictaphone or transcribing equipment, calculator, fax machine, and computer terminal.
5. Skill in typing with minimal errors.
6. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
7. Ability to work independently of supervision.
8. Ability to work effectively with students, university faculty and staff, and the general public.
9. Ability to work with and maintain confidential information.
10. Ability to communicate effectively in both oral and written form.
11. Ability to learn office and university-specific software.
12. Ability to take and transcribe dictation.

SPECIAL CONDITIONS OF EMPLOYMENT

Stephen F. Austin State University recognizes the potential for accidents in performing job-related tasks. SFA promotes a safe working environment. Employees will be responsible for completing assigned tasks safely and efficiently. Employee evaluations will include safe job performance.

This is a security-sensitive position subject to criminal record check.

This is an IT-sensitive position subject to Computer and Network Security policy.

Based on the departmental assignment, any person occupying this position must be able to maintain the security and integrity of any elements of the state’s critical infrastructure to which they have access.