Description

This position provides administrative support for the Budget Office, the Associate Vice President and all divisions within the department. This administrative support includes providing information and direction regarding service requests, handling electronic communications, retrieving and responding to voice and department emails, sorting incoming mail, scheduling routine and requested appointments, ordering and maintaining office supplies, and sending interdepartmental correspondence to other campus departments.

Examples of Duties

Administrative Support: 45%

• Responds to routine inquiries and refers complex inquiries to the appropriate person.
• Provides information regarding Facilities, Planning and Operations.
• Electronically transmits information as requested.
• Retrieves and responds to voice and email messages.
• Processes daily mail and fiscal transactions.
• Complies and disseminates department information to stakeholders.
• Supports the Associate Vice President with clerical tasks and appointment management.
• Prepares conference and meeting rooms for presentations and guest access.
• Manage the utilities process, including entering utility data to prepare payment requests.
• Creates and maintains project files for capital projects.

Divisional Support: 35%

• Manages the departmental uniform process, including establishing and maintaining a check-in/check-out inventory procedure.
• Maintains electronic filing, data entry, and clerical assistance.
• Coordinates with Service Center and other divisions as necessary, to include work order systems, project tracking, logistics, fleet management, and vendor contact.
• Supports the Service Center in receiving maintenance and grounds requests as needed.
• Performs data entry of requests, materials purchased, etc., into the databases.
• Schedule and maintain logs.

Miscellaneous clerical tasks: 20%

• Files paper and electronic documents.
• Makes copies and prepares reports.
• Purges, archive files, and data.
• Updates forms to comply with process changes.
• Special projects as assigned.

This position is accountable for the work described within this job description. However, the intent of the job description is to be representative of the duties and responsibilities that will be required of this position; it is not intended to be exhaustive. The individual filling the position may be required to perform other duties incidental to the work described above or as otherwise directed by the University.

Typical Qualifications

Education:

• High school diploma or equivalent.

Experience:

• Two years of data entry, clerical, and/or administrative assistant experience required.
• Experience may be substituted for education based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience.