Administrative Assistant
Job Summary
Fort Valley State University Cooperative Extension Program (FVSU-CEP) is seeking an Administrative Assistant. The administrative assistant is responsible for performing a wide range of administrative office and program support activities for the Associate Dean of Extension/Administrator, Cooperative Extension Program.
Major Duties
- Recognize and provide excellent customer service.
- Must be computer literate and possess typing skills.
- Must be familiar with FVSU process of routing payment requests and the submission of contracts and requisitions.
- Must be able to process travel authorizations, service agreements, etc.
- Answer professionally, screen and transfer inbound telephone calls.
- Manage incoming and outgoing mail.
- Receive and direct clientele/visitors.
- General clerical duties including typing, photo copying, scanning, faxing and mailing.
- Proof materials as requested by the Associate Dean for Extension.
- Order supplies, maintain inventory, bookkeeping and recordkeeping.
- Receptive to training designed to enhance job skills.
- Maintain electronic and hard copy filing system for retrieving documents.
- Ability to resolve administrative problems and inquiries.
- Prepare written responses to routine inquiries.
- Prepare and modify documents including correspondence, reports, drafts, memos and emails.
- Open, sort and distribute incoming correspondence.
- Schedule and coordinate meetings, zoom appointments and travel arrangements.
- Prepare agendas for meetings and prepare schedules.
- Document/record minutes of departmental meetings.
- Occasionally represent the department at open houses outside of regular office hours.
- Performs other duties as assigned (i.e., prepay hotel and airline requests, for Extension Program Leaders and CARET representatives, as needed).
- Make plans for Congressional Hill visits for Cooperative Extension employees, the College of AG and CARET representatives.
- Must be able to supervise student employees.
Physical Requirements
- Performs repetitive tasks periodically
- Required to stand or walk (i.e. some Extension Programs, deliveries to other departments) occasionally.
- Lift and/or move 25 pounds.
Working Conditions
Regular schedule is Monday through Friday, 8am to 5pm. Regular office environment, climate controlled.
Minimum Qualifications
- Bachelor's Degree
- Seven (7) years relevant experience.
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