Administrative Assistant

Provides day-to-day administrative support to the Academic Affairs department; assists in maintaining records and systems; facilitates the exchange of information and effectively promotes the department in a variety of ways.

Essential Duties and Responsibilities:

Level I - Minimum

• Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the department)
• Reviews, routes and prioritizes mail
• Arranges and coordinates meetings (including space and equipment)
• Utilizes Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and database computer applications
• Resolves routine questions and problems, and refers more complex issues to higher levels

Level II - Fully meets the responsibilities of Level I plus the following:

• Obtaining or verifying information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines
• Applies basic to intermediate skills appropriate for the position or specialization
• Provides administrative support for the department with document preparation, setting and prepping for meetings, making travel arrangements, and preparing expense reports
• Develops and maintains spreadsheets and data as needed
• Helps to organize and conduct departmental events, as directed, by securing space, equipment, and food preparing announcements, and agendas, maintaining inventory control, setting up files, making travel arrangements and reservations, and assisting with other events as they occur
• Assists with the planning and execution of various KCU events (symposiums, meetings, graduation, etc.)
• Works under moderate supervision and clearly defined procedures

Qualifications:

Level I - Minimum

• High School Diploma or GED required
• Two years' experience as an administrative assistant supporting more than one person
• Minimum three years' experience working with Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and database computer applications
• Ability to solve problems, prioritize and multi-task in a deadline driven environment
• Must have experience answering phone in a professional environment
• Must have excellent organizational skills, be detail-oriented, and a self-starter
• Exercise good judgment and discretion at all times
• Ability to be flexible, and able to shift priorities as demands change
• Able to work in a team environment and interact closely with team members
• Excellent interpersonal skills, with ability to interact effectively and work efficiently with people at all levels in an organization
• Excellent verbal & written communication skills
• Must be able to effectively handle multiple projects simultaneously in a deadline driven environment

Level II - Fully meets the qualifications of Level I plus the following

• High School Diploma or GED required
• Two years of college preferred
• Four years' experience as an administrative assistant including two years' supporting more than one person
• Minimum three years' experience working with Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and database computer applications