Administrative Assistant (10-months) -- History Department

The Administrative Assistant reports the Chair of the History Department and provides clerical and administrative support to the Chair and faculty in matters related to the department.

Essential Duties and Responsibilities

May serve as first point of contact for the Department to welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
Prepares general correspondence and departmental documents such as, notices of meetings, agenda and minutes of meetings, etc.;
Provides telephone coverage; includes answering the telephone, taking messages, and responding to requests for information;
Prepares informational documents such as newsletters and/or flyers for distribution in the department;
Maintains general departmental records such as supply and machine inventories, student advisor lists, department files, etc.;
Manages office equipment and supplies, including acting as key operator of copy machine;
Maintains accurate records concerning departmental expenditures (debits and credits) – includes tracking requisitions, purchase orders and check requests;
Arranges faculty and student travel;

Coordinates travel reservations (airplane and hotel, etc) with the College travel agent;

Processes registrations, expense reports, van/car rentals, student travel forms.

Provides administrative support for Chair;
Provision of support for faculty in the daily dispatch of their departmental duties to include duties such as converting documents to pdf files; ordering instructional books; keeping records of course syllabi and final grades;
Provides administrative support for departmental initiatives such as workshops, symposia, conferences, seminars, and other special departmental programs and functions;
Carries out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, and mailings);
Reserves facilities, coordinates meals and/or refreshments for some departmental meetings, luncheons, and events;
Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
Supervises work/study students; includes delegating tasks to them such as sorting and distribution of departmental mail.

Required Qualifications

Three years of comparable secretarial or administrative support experience is required. High school diploma is required.

This position requires strong customer service focus, communication, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision. Must be able to generate spreadsheets, graphs, and Power Point presentations.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This position requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Lotus Notes and Banner Financial Module.

Preferred Qualifications

Some college or bachelor’s degree preferred. Experience in a higher education environment preferred.

Certifications, Licenses, Restrictions

Physical Demands

Shift

Days

% Travel Required

0%

Full Time/Part Time

Full-Time 10 month

FLSA

Non-Exempt

Number of Vacancies

1

Anticipated Candidate Start Date

Position End Date (if temporary)

Posting Detail Information