The Administrative Assistant to the Director performs duties that include management, coordination, research, and a variety of other duties to assist and augment the job of the Director. The Administrative Assistant must exercise good judgement in decision making, take initiative, and possess excellent oral and written communication skills. Most tasks will be performed independently. The position must respect and protect the confidential nature of the work of the Director and the Department. The Administrative Assistant to the Director will monitor budgets and coordinate calendar for the Director, preparing materials for meetings, as well as related follow-up.
The position performs a high level of secretarial job duties. Prepares and reviews personnel related materials and contracts. The Administrative Assistant to the Director is responsible for monitoring compliance of international students and special international study program participants to health insurance regulations. It compiles reports related to counseling center activities. Incumbent is the sole purchasing agent for medications and health clinic supplies. This position will supervise workstudy students and is responsible for coordination with other departmental clerical staff.
Essential Duties and Responsibilities
Prepares and maintains appointment calendar, schedules appointments, and arranges meetings and all related materials for the Director.
Manages budget for temporary support staff and work study students. Assists in preparing updates and reports as related to departmental budgets.
Relieves the Director of routine details and exercises and initiative and independent judgement and decision-making in the Director’s absence.
Anticipates needs, initiates action, and provides information for the Director on a regular basis.
Screens incoming calls, routing inquiries and making appropriate referrals.
Coordinates and communicates on-call schedule for the crisis response team.
Performs office duties utilizing electronic medical records, along with accurately performing credit card machine duties.
Accurately enters and updates patient demographic information in electronic medical record.
Verifies patient eligibility as student or employee of MSU through use of electronic systems.
Prepares confidential records, as directed, for submission to legal counsel for release and maintains records of associated billings.
Schedules support staff to ensure daily office coverage and support for special events and activities.
Prepares payroll and maintains payroll records for exempt, non-exempt, and student staff.
Monitors compliance of international students, ELC students, exchange/visiting scholars, and special international study program participants to health insurance regulations.
Maintains records to justify with the Office of Accounting and Budgetary Control for payment of international student insurance premium.
Maintains inventory records and orders all medications, medical, office and custodial supplies.
Interviews, hires, trains, and supervises work study positions. Maintains all work study records.
Maintains staff vacation/sick leave records, time sheets, monthly time reports, and submits to payroll as necessary.
Maintains accurate personnel files for department’s staff.
Originates all PAR actions for the department.
Coordinates computer replacement program for staff in the Department of Counseling and Health Services.
Prepares and composes office correspondence, reports which include statistical data and other materials, some of which are complex and confidential nature.
Processes purchase requisitions, check request, travel requests and vouchers as needed.
Maintains confidentiality adhering to all regulations of HIPPA and FERPA .
Other Duties and Responsibilities
Designs handouts and educational material for New Student Orientation and International Student and ELC Student Orientations.
Creates certifications, brochures, and flyers as needed.
Assists with organization and scheduling of orientation program for new students and other special programs.
Compiles reports of counseling center activity. Reports are of a highly confidential nature.
Operates office equipment and computer software programs.
Performs secretarial duties such as answering phones and responding to routine inquiries, opens and distributes mail, scheduling appointments, and arranging meetings for department staff.
Performs other duties as assigned by supervisor.
The Administrative Assistant to the Director reports to the Director of Counseling and Health Services. Incumbent supervises workstudy positions. The Administrative Assistant interacts with administrators, faculty, staff, students and the general public.
Associate degree or equivalent number of hours toward four year degree in Secretarial Science, Business Management or related field with four years of progressively responsible secretarial experience. Must possess excellent grammatical, written, and verbal communication skills in addition to office and time management skills. Must be proficient in the use of word processing, spreadsheet, database, and desktop publishing software. Excellent keyboarding and computer skills are required. Must be able to interact professionally and effectively with offices across campus. Must take a leadership role within the department, relating well to staff, students, faculty, and office visitors.
Additional Desirable Qualifications
Bachelors’ degree in business management or related field strongly preferred. Previous experience with electronic medical records is strongly preferred.
While performing duties of the Administrative Assistant to the Director, the employee is regularly required to sit, stand, use hands to finger to handle or feel, and reach with ands and arms. The employee is required to be able to speak and hear. Up to 80% of work requires standing. The employee must regularly lift and/or move up to 10 pounds, and sometimes lift and/or move up to 50-100 pounds. Specific vision abilities required by this job include near and distant vision.
Routine office environment with interruptions due to frequency of client and patient contacts. High stress environment due to the frequency and number of appointments and callers, crisis response, and the meeting of deadlines. Registration periods may necessitate working beyond normal office hours.
Special Information/Instructions to Applicants
Review of applications will begin March 6, 2013 and will continue until the position is filled. Morehead State University is an EO/AA educator and employer with a strong commitment to community engagement.