Administrative Office and Clerical Support Position Title
Senior Administrative Assistant
Reports to: (title)
Associate/Assistant Dean/Executive Director/Office Administrator
Titles that Report to this Position:
Job Code Pay Grade
06 FLSA Status
Non-Exempt EEO Code
Under general supervision, performs routine clerical and administrative duties related to the operations, functions, and activities of the academic or administrative unit. Supports faculty in teaching, service and scholarship. In so doing, performs clerical duties related to teaching, scholarly and service materials and activities. Troubleshoots and resolves routine to complex issues as appropriate. Provides direct support to assigned faculty, and administration.
DUTIES & RESPONSIBILITIES
List most important duties first Essential Function Percentage (%) of time
1 Serves as point of contact for the assigned area and answers routine questions concerning department activities and operations. Screens and directs telephone calls and visitors to appropriate person(s). Takes messages as necessary. Assist with the coordination and tracking of pending assignments or requests for information from internal and external contacts. Troubleshoots and resolves routine issues as appropriate.
2 Provides diverse administrative support to faculty/administration by typing, editing, and proofing routine to complex documents and correspondence related to teaching, service and scholarship and administrative operations to include but not limited to, syllabi, exams, scholarly papers, PowerPoint and other presentations, email, drafting of internal/external correspondence in accordance with appropriate writing and citation standards.
3 Responsible for coordinating and arranging meetings, luncheons, seminars, conferences, and travel plans. Prepares travel and expense documentation, meeting agendas, marketing materials, and reserves rooms and facilities, makes arrangements for food services, prepares and distributes meeting minutes when required.
4. Compiles statistics and gathers and computes various data. Verifies accuracy of information on standard University forms. Prepares graphs and charts for management use or presentations using Microsoft PowerPoint or similar software. Carries out other departmental or divisional administrative functions.
5. Establishes, organizes and maintains electronic and manual file system. Files correspondence, materials and other records for future reference according to established file retention schedule and procedures. Follows procedures for systematic retention, protection, retrieval, transfer, and disposal of files and records according to established file retention schedule and procedures.
6. Sorts and distributes incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes. Makes copies of correspondence or other printed materials and operates a variety of standard office equipment. Orders and maintains supplies, and arranges for equipment maintenance and repair. Selects and recommends purchases of appropriate office supplies and equipment.
7. Performs other job-related duties as assigned.
Some college or Associate Degree(AA) and/or vocational or technical school and or specialized training or certification. Bachelors degree preferred.
Must have excellent verbal and written communication skills. Must be proficient in the use of personal computers and Microsoft Office software such as Word, Excel, Blackboard, PowerPoint, Access and Publisher and other graphics and legal applications (WESTLAW, LEXIS/NEXIS and HEIN Online) and other databases/web references. Must have the ability to meet strict deadlines, must be detail oriented and have the ability to multi-task and prioritize. Must have excellent customer service skills. Ability to work independently and take assigned projects to completion. Ability to use social media preferred.
Requires one to three years of related experience. Previous work in a legal environment preferred. Requires a working knowledge of standard practices and procedures.
Lead worker over others in similar jobs on assigned projects and/or provide work leadership and direction for students.
WORK COMPLEXITY/BUDGET AUTHORITY
Tasks are multiple and diverse with some interrelationships across processes. Handles some unrelated functions. Work requires the direct application of a variety of procedures, policies, and precedents. May monitor budget activities, but no responsibility for budget, revenues and expenditure authority.
INDEPENDENT JUDGMENT/DECISION MAKING/PROBLEM SOLVING SKILLS
Performs tasks and duties under general supervision, using established procedures and some innovation. Chooses from limited alternatives to resolve problems. Occasional independent judgment is required to complete work assignments. Often makes recommendations with respect to work procedures, policies and practices. Refers unusual problems to supervisor.
Some contact with others, including students, general public, visitors and University personnel. Purpose of contacts is to provide or obtain explanation or additional information.
CUSTOMER SERVICE RELATIONSHIPS
Requires moderate interpersonal and communication skills to ensure that customer requests or needs are met. Acknowledges and clarifies customer inquiries, requests, or complaints to ensure that needs are identified, documented and addressed.
Work is performed within routine office environment with no exposure to hazardous or unpleasant conditions. Physical demands are usually limited to sitting or standing in one location much of the time. Some stooping, lifting or carrying objects of light weight may be required.