Assistant III, Administrative - Community Education & Lifelong Learning

Job Description Summary

To provide clerical and administrative support for the Community Education & Lifelong Learning Department

Description of Duties and Tasks

• Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
• Communicates program information and assists students.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
• Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
• Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
• Compiles and produces routine reports or documents.
• May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
• May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
• May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
• May oversee the work flow of others, as appropriate.

Knowledge

• Office procedures and practices.
• Customer service techniques.
• Basic bookkeeping procedures.
• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
• Managing the budget within assigned department.

Skills

• Maintaining an established work schedule.
• Effectively using interpersonal and communications skills.
• Effectively using organizational and planning skills with attention to detail and follow-through.
• Entering data, maintaining files, and performing other clerical duties.
• Maintaining confidentiality of work-related information and materials.
• Establishing and maintaining effective internal and external relationships.
• Effective customer-orientation when working with a multicultural population.

Technology Skills

• Use a variety of spreadsheet, word processing, database, and presentation software.
• May also use social media, work with desktop publishing, and update webpages.

Required Work Experience

Two years related work experience.

Required Education

High school diploma or educational equivalent.

Other Preferred Qualifications

• Familiarity with serving multicultural populations.
• Bilingual - Spanish/English

Physical Requirements

Work is performed in a standard office environment. Subject to standing, walking, sitting, bending, reaching, pushing, and pulling. Occasional lifting of objects up to 10 pounds.