Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Level III typically hires and terminates clerical and administrative personnel.
Develop the master class schedule and entry into the Banner System. Maintain and update changes as enrollment demand or for professor changes. Processes paperwork for employment of student workers. Checks time cards/leave forms for student workers/bi-weekly staff/monthly staff; enters time in Banner system. Back-up supervisor to student employees. Schedules meetings/special events in classrooms/conference rooms and individual class sessions in computer labs for faculty/students. On a weekly basis, completes and sends to DPS and Physical Plant "Building Use" request forms for activities scheduled in the Education Building outside normal hours. Mail merges for various college needs. Updates college database for use in preparing/distributing college directory twice a year. Uses the database to prepare mailing labels for use when notifying faculty/staff about beginning-of-school activities in August. Assists with preparation of materials/packets for faculty/staff for August Back to School meeting. Orders/maintains offices supplies and supervises maintenance of office equipment. Works with minimal instruction/supervision; uses independent judgment when appropriate; keeps abreast of university and college policies/procedures; handles confidential information with discretion; updates skills when needed to meet changing duties of job. Performs other related duties as assigned.
Requires a bachelor's degree or years of equivalent work experience in chosen field that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Experience in a higher education environment. Three to four years of experience in office management, policies and procedures. Expertise with Excel spreadsheets and mail merges.
Detailed oriented required. Quick learner in different computer programs. Must know and be able to maneuver within Microsoft Office. Ability to listen and follow instructions; Ability to work with others in team environment; Read and comprehend instructions; Demonstrate respect in interactions; Honesty and Integrity; Ability to present self in professional manner. Knowledge of basic office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to accurately type. Ability to multi-task. Demonstrates a warm and caring professional service oriented attitude. Must be self-motivated. Ability to listen and synthesize directives.
Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.