"Administrative Assistant II - CBPS"

Job Details

Responsibilities

Under general supervision, the Administrative Assistant II performs a variety of routine to moderately complex clerical and administrative tasks in support of the activities, duties and responsibilities of the college dean. The Administrative Assistant II is essential to the effective and efficient operation of the College of Business and Professional Studies. The incumbent plays a critical role, in ensuring that the college delivers high-quality customer service. This position reports to the Dean of the College of Business and Professional Studies.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Performs a variety of complex secretarial and administrative tasks in support of the College of Business and Professional Studies, including but not limited to updating files and documents, ordering supplies and maintaining inventory records, compiling data for various reports, researching information, scheduling meetings, maintaining calendars, etc.
• Assist with planning special events, and scheduling of rooms on appropriate platforms for the College of Business and Professional Studies’ functions.
• Anticipates and prepares materials needed by the supervisor for conferences, meetings, correspondence, etc.
• Makes travel arrangements; processes reimbursement requests from the dean and faculty.
• Receives, reviews, processes, types, composes and/or submits a variety of documents, including routine correspondences, requisitions, Board reports, specific contract preparation, other reports, etc.
• Serves as a liaison between the Dean of the College of Business and Professional Studies, academic units, students, staff and the general public, as requested. Receives and responds to internal and external requests for information, assistance, and complaints.
• Answers the telephone, provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required.
• Assist in scheduling classrooms for the College of Business and Professional Studies’ courses. Also, monitors the Dean’s calendar and meeting schedules to ensure smooth professional operations and attendance.
• Interacts and communicates with the President, Provost, other Vice Presidents and division leaders, parents, students, prospective students, other departmental supervisors, employees, co-workers, vendors and the general public.
• Assist in monitoring the College of Business and Professional Studies’ budget, credit card, and completes required requisitions and university forms as needed.
• Reviews and proofreads documents, directories, calendars and contracts. Assist with and/or organizes special programs and projects, as assigned.
• Performs routine clerical work as needed, including processing daily mail, entering computer data, copying and filing documents, assembling materials, scanning and faxing information, etc.
• Operates a variety of equipment, such as a computer, printer, typewriter, copier for faxing and scanning, telephone, calculator, binder, etc.
• Performs related duties as required.

Qualifications

Requires a Bachelors degree, supplemented by three to five years of responsible experience as an administrative assistant, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must have intermediate to advanced knowledge of Microsoft Office suite.

Supplemental Information

To apply, please include a cover letter, resume, and contact information for three supervisory references including the most recent supervisor.

Finalists for this position are subject to a background check. Employment is contingent upon the successful completion of a background investigation including criminal history and identity check.