Administrative Assistant II

General Statement of Duties and Responsibilities

Serves as the primary assistant for the office Communications Media, the assistant will perform routine administrative duties for the department which includes: Department Chairperson, full-time faculty and numerous adjunct instructors. Must be able to work independently and as a member of a team; must be committed to fostering a welcoming environment for students, faculty and department visitors; and must be able to respond to multiple demands and concurrent projects effectively. Organizes schedules, coordinates meetings, type memoranda, personnel actions, evaluations, schedules appointments, ensuring privacy to such and type exams and memos for faculty from rough drafts. Assist students with numerous concerns and questions. Work with Graduate and Continuing Education evening, summer, intersession, fall, and spring scheduling.

Detailed Statement of Duties and Responsibilities

1. Provides administrative support to all members of the academic department in preparation of course materials, reports, composing and editing correspondence, administrative forms/reports, preparation of department attendance records, and other materials common to an academic office. Performs miscellaneous general office duties, such as: monitoring department inventory and ordering supplies as necessary, answering telephones and distributing messages if needed, sorting and distributing mail, coordinating purchasing and payment activities for the department, maintaining department files and assisting with special orders.
2. Assists the department chair in preparing reports and maintaining schedules for the academic year, review course lists and assist with analyzing needs for courses per semester.
3. Produces various reports from Crystal, tracks undergraduate and graduate students of the program and collaborates with faculty to analyze departmental reports; may prepare reports and presentations using Microsoft Word, Excel, and PowerPoint among other software as needed.
4. Initiate the department advising period, assisting in assigning advisors.
5. Maintains and updates departmental web page/s for the department while working with the chair for content and information.
6. Use Banner System to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist department chair with budget preparation by researching costs for budget requests and preparing budget paperwork. Responsible for processing all financial transaction paperwork, such as: purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Microsoft Excel to track purchases and expenditures for department budget and faculty travel expenses.
7. Maintain reports to track students; verify program status, and sort data as needed for evaluations, reports, etc.
8. Analyze data in managed reports in order to track the qualifications for scholarship candidates.
9. Assist each semester with student registration and add/drop, process those requests; and release PINs to students when approved.
10. May plan and coordinate departmental events, reserve facilities, contracts for presenters, setup, arrange for catering, design and mail invitations, flyers, programs, and posters.
11. Provides support to search committees for full time and part time vacancies.
12. Contacts and follows-up with facilities or information technology as building and classroom issues arise.
13. Provides administrative support to Mu Upsilon honor society activities.
14. Posts department activities through social media outlets, such as Facebook, Twitter, LinkedIn, and Instagram; further managing, monitoring, running and analyzing reports related to these activities, if needed.
15. Actively participates as a member of the department’s VISIONS committee.
16. Assists the Department Chair in the development, entry, and analysis of department assessment data.
17. Works in conjunction with the Internship Coordinator to communicate with interns and internship sites, further compiling data from internship for contact information and departmental assessment.
18. Perform duties consistent with the Administrative Assistant classification.

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. Assist 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. Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensure 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.

Qualifications Required at Hire

1. High School Diploma and five years full time experience in an office environment or equivalent part time experience and knowledge of clerical office practices and procedures including record keeping, office correspondence, the use of office equipment, supplies, etc.
2. Working knowledge of various computer software programs, including MS Word, Excel, Google Suite and e-mail 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. Knowledge of proper telephone procedures for making and receiving agency calls.
9. Ability to work accurately with data: names, numbers, numbers, codes and/or symbols and basic mathematics.
10. Ability to maintain accurate filing system and manage a basic budget.
11. Ability to assign, supervise and review work of student personnel.
12. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university.
13. 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 reports.
3. Ability to manage a budget, process requisitions using the SDA Banner Financial Software.
4. Knowledge of the various college/office forms and their uses.
5. Knowledge of FERPA regulations and compliance in communications with students, parents and others.