Administrative Assistant - Biology
Job Summary:
The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives.
Duties & Essential Job Functions:
- Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
- Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
- Maintains department schedules by keeping calendars for department personnel; arranging meetings, classes, conferences, teleconferences, and travel.
- Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, taking minutes.
- Maintains webpages, social media platforms, and sharepoint sites for department by creating and updating content; identifying and resolving issues and implementing results.
- Manages public relations by greeting customers, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
- Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
- Performs other related duties as assigned.
Required Education & Experience:
- High School Diploma, GED or equivalent.
- 1 year of basic office experience.
Preferred Education & Experience:
- Bachelor's Degree.
Required Licensure/Certification/Specialized Training:
- None
Preferred Licensure, Certification, and/or Specialized Training:
- None
Knowledge, Skills & Abilities:
- Knowledge of customer service techniques.
- Knowledge of basic research techniques.
- Knowledge of basic accounting practices.
- Skill in the use of Microsoft Office, including Word and Excel.
- Skill in problem solving and communicating resolutions.
- Ability to communicate clearly both orally and in writing.
- Ability to support prospective student and parent inquiries by phone or in person.
- Ability to draft grammatically correct correspondence.
- Ability to evaluate and make recommendations to improve operations.
TCU Core Competencies:
University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.
Physical Requirements (With or Without Accommodations):
- Visual acuity to read information from computer screens, forms and other printed materials and information.
- Able to speak (enunciate) clearly in conversation and general communication.
- Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
- Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
- Lifting and moving objects and equipment up to 10 lbs.
Work Environment:
- Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
- There are no harmful environmental conditions present for this job.
- The noise level in this work environment is usually moderate.
- This is an in-person, on-campus role.
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