"Administrative Assistant II (Dean of the College of Liberal Arts)"

Under general supervision, provides complex administrative secretarial and clerical support to an individual or group. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and intensive participation in working with a supervisor. Incumbents exercise discretion and frequent independent judgment and action with considerable consequence of error.

PRIMARY DUTIES

• Responsible for maintaining the operation and management of the Dean’s office; and executing other assignments by the Dean, the Associate Dean and Assistant Dean.
• Responsible for the preparation of contracts and certifications in the James H. Gilliam, Jr., College of Liberal Arts.
• Serves as Secretary to the College Management Team, the Office Management Team, and the Office staff.
• Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the Dean, Associate Dean, and Assistant Dean.
• Exercises independent judgment and initiative in establishing and revising complex and sensitive filing systems. Enters, updates, and retrieves information stored in files and databases; customizes special reports.
• Ensures confidentiality of information. Provides guidance and instruction to office support staff.
• Organizes evening and weekend outreach and fundraising activities.
• Manages and maintains, with approval, the Dean’s appointment calendar.
• Makes all travel arrangements for the Dean. Independently performs required administrative follow-up and recordkeeping.
• Researches analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Prepares charts, correspondence, and forms, and customizes special reports and other materials requested by the Dean, the Associate Dean or the Assistant Dean. Proofreads materials.
• Prepares necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.
• Monitors and updates time, leave inventory, and account records. Assists in preparing and administering departmental budgets.
• Drafts replies to general inquiries that do not require technical program knowledge. Signs routine correspondence of a non-technical nature.
• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries that do not require technical knowledge or refer callers to others as appropriate.
• Creates and disseminates bimonthly newsletters under the supervision of the dean.