"Administrative Assistant II-Business Administration (22.5 hours/10 months)"

The Administrative Assistant II provides essential administrative and clerical support to ensure the smooth and efficient operation of college offices and programs. Working both independently and as part of a team, the incumbent manages multiple priorities and responds to diverse demands with professionalism and sound judgment. This role requires a high degree of organization, attention to detail, and the ability to maintain confidentiality while fostering a welcoming environment for students, faculty, staff, and visitors. Responsibilities include managing communication and information flow, supporting budget and reporting processes, coordinating events, and assisting with general office operations in compliance with institutional policies.

This position is part of the Commonwealth Human Resources Division Classification Specifications. For a full description of the classification specifications, click this link.

Duties and Responsibilities common to all Administrative Assistant II positions:

1. Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication.
2. Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
3. Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
4. Assists in the planning and coordination of department sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details.
5. Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
6. Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
7. Monitors and orders office supplies and materials, initiates purchase requests, and ensures compliance with procurement policies.
8. Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff.
9. Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment.
10. May supervise and train student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations, as well as fostering a positive learning environment to enhance student development and operational efficiency.

Preferred Focus Areas Specific to Department:

1. Provides direct administrative support to the Chair of the Business Administration Department. Access Department Chair's calendar; assist with scheduling meetings.
2. Maintains the office budgets and prepares all requisition and reimbursement materials. Demonstrates knowledge of state budgetary procedures including appropriations for supplies and equipment, encumbrances, obtaining price quotes, budget adjustments, travel reimbursement, food service, conference registration reimbursements, etc. Monitors and maintains office supplies, teaching materials, subscriptions, memberships for faculty.
3. Performs miscellaneous general office duties, including monitoring department inventory and ordering supplies as necessary, greeting visitors, answering telephones and distributing messages, sorting and distributing mail, coordinating purchasing and payment activities for the department, maintaining department files, and assisting with special orders.
4. Uses Banner to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist supervisor with budget preparation by researching costs for budget requests and preparing budget paperwork. Responsible for processing all financial transaction paperwork, including those for purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Google Sheets/Microsoft Excel to track purchases and expenditures for department budgets and faculty travel expenses.
5. Distribute notices as requested by Department Chair, faculty members, and outside organizations (i.e., advisory board members, industry partners, etc.) to students.
6. Maintain Business Administration student email group for electronic communications.
7. Attend Department Meetings; take and type minutes.
8. Assist the chair with tracking faculty-banked credits; update workload tracker; update scheduling and staffing spreadsheet and block schedules; provide to Dean.
9. Collect School Graduate Online Continuing Education (SGOCE) undergraduate and graduate syllabi each semester and provide the same to SGOCE.
10. Other tasks may be assigned in accordance with the job specifications for the Administrative Assistant role.

Qualifications Required at Hire:

1. High School Diploma and Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions: I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.* II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
2. Working knowledge of various computer software programs, including MS Word, Excel and google suite preferred; familiarity with a student records system preferable.
3. Ability to manage multiple tasks, independent worker, have attention to detail, organized and possess problem solving skills.
4. Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information.
5. Ability to understand, explain, and apply regulations, policies, and procedures governing assigned unit activities.
6. Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence.
7. Ability to gather information by examining records and documents and through questioning individuals.
8. Ability to maintain an accurate filing system and manage a basic budget.
9. Ability to assign, supervise, and review work of student personnel.
10. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check) and a background check satisfactory to the university.
11. Ability to perform above duties with or without reasonable accommodation.

Qualifications Acquired on Job:

1. Knowledge of the decision rules, policies, and procedures governing assigned activities of the department.
2. Knowledge and ability to produce/interpret Banner transcript; the use and specification of Crystal and Microsoft ACCESS applications; ACCESS database management.
3. Ability to manage a budget, process requisitions using Banner Financial Software.
4. Knowledge of the various university/office forms and their uses.
5. Knowledge of FERPA regulations and compliance in communications with students, parents, and others.
6. Knowledge of proper telephone procedures for making and receiving agency calls.