The Administrative Assistant coordinates travel, communications, budget, and other operating functions for the Office of Advocacy, Support and Accountability. The incumbent also acts as a database processor for the input of constituent information. These functions are managed through the use of, Microsoft Excel, Microsoft Word, Microsoft Power Point and other programs.
RESPONSIBILITIES/ACCOUNTABILITY include the following and other duties may be assigned:
- Manages supervisor's calendar and independently schedules appointments
- Screens incoming calls and correspondence and responds independently when possible
- Prepares memorandums outlining and explaining administrative responsibilities to supervisory workers in the division and monitors compliance. This includes projects, deadlines and other follow-up matters as assigned
- Manages division budgets by ensuring funds are available for use and preparing necessary budget transfers when necessary
- Input constituent information in database as necessary
- Arranges programs, events, or conferences by arranging for facilities and catering needs, issuing information and invitations, coordinating speakers, and controlling event budget
- Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested
- Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings
- Acts as custodian of university records and documents
- Takes and transcribes dictation and composes and prepares confidential correspondence, reports, and other documents
- Perform other duties as assigned by manager
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree (B.A. or B.S.) from four-year college or university preferred; or at least five years related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Employee must maintain confidentiality in all work performed. Must be flexible in work schedule. Must be willing to work evenings or weekends for special events, report preparation or proposal deadlines.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.