Administrative Support Assistant
Morehead State University - United States

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Job Summary

With limited supervision, coordinates office operations for the Office of First Year Programs and Center for Leadership and Professional Development. The Administrative Support Assistant reports directly to the Director of First Year Programs and Director of the Center for Leadership and Professional Development. The Administrative Support Assistant has signing and approval duties as identified by the Directors; assists the office staff and serves as the initial contact with students, faculty, staff, and the public. Manages the office within the context of office and university regulations and directives, assuming administrative tasks as needed. The position requires the ability to anticipate tasks that need to be done and to work independently with initiative to accomplish tasks while simultaneously completing the daily routine work. Must be knowledgeable of office and university programs in order to answer inquiries based upon office guidelines and administrative policy. Supervises student employees and/or clerical staff. Dealing with confidential matters is a critical aspect of this position.

Essential Duties and Responsibilities

Serves as office manager for both work units the offices.

Sorts and distributes mail, greets, screens and directs faculty, students, staff, administrators and the general public as needed and insures the office always operates professionally, smoothly, and efficiently.

Maintains and monitors the unit budgets, supplying data and statistics to the Directors for budget preparation.

Supervises activities and prepares payroll records of graduate assistants/ student employees.

Prepares travel requests and vouchers, making necessary arrangements such as procuring car, plane tickets, room reservations, etc.

Answers telephones, responds professionally and knowledgably to inquiries, and takes accurate phone messages as needed.

Orders supplies and equipment, and maintains inventory.

Maintains staff vacation/sick records and time sheets and submits them to Payroll.

Handles memos, letters, office correspondence, reports, etc. most of which are of a complex or confidential nature.

Performs data entry for Datatel ( SOAR registrations, schedule build and the drop/add process).

Operates and/or supervises the operation of all office equipment including microcomputer, word processor, various printers, calculator, copier, etc.

Serves as needed as Secretary for various committees this includes taking minutes, distributing information, etc.

Prepares and submits check requests, purchase requisitions, interaccount requisitions and other University forms as necessary.

Schedules and arranges meetings, books venues, within the university physical facilities, makes room assignments for special events, and schedules rooms for use for office needs.

Performs duties as assigned for course/professional development registration including creation of online registration forms, entering registrations, and assisting professional development participants with the registration process.

Oversees distribution and placement of multi-media carts, projectors, TVs, and other equipment owned by the program units.

Records, reconciles and maintains accounts for credit card purchases.

Collaborates in the development and distribution of office literature and brochures, using publishing software and replenishes the stock as necessary.

Plans and organizes meetings, retreats, and special functions for the office including assisting with presentations, curricular materials, evaluations, and other educational materials.

Other Duties and Responsibilities

Maintains and monitors grants budgets as appropriate, supplying data and statistics to the Directors and other staff for grant administration.

Organizes and maintains office assessment records.

Assists the Directors in preparing Special, Quarterly, and Annual Reports as needed.

Works with Directors to maintain and retrieve all records related to programs.

Reviews and answers routine memos and correspondence under own signature and/or at the permission of the directors or other office members.

Supervises Graduate Assistants and student employees.

Attends workshops for the purpose of learning new programs added to the Datatel system.

Processes PARs for on and off-campus events for both Directors.

Serves students, faculty, staff, and administrators for both work units and must be familiar with both program requirements and needs.

Serves as office liaison handling communication of information, human resources paperwork, materials, key requests, and other miscellaneous details of employment for both programs.

Initiates job search for vacant staff positions using PeopleAdmin system.

Performs other job-related duties as assigned by the Directors.

Organizational Relationships

The Administrative Support Assistant reports to the Director of First Year Programs and Director of the Center for Leadership and Professional Development. The Administrative Support Assistant supervises Graduate Assistants and student employees and/or other clerical staff. The Administrative Support Assistant interacts with University administrators, faculty, staff, and students, plus public school personnel, the general public, and business and national education and professional development agencies/personnel.

Minimum Requirements

Associate’s degree and four years of progressively responsible secretarial experience; or high school diploma or GED equivalent with 8 years of progressively responsible secretarial experience. Must have strong customer service skills, organizational skills, and experience with and knowledge of various computer software related to office needs.

Additional Desirable Qualifications

Bachelor’s Degree desirable. Experience in an academic setting or similar setting preferred. Additional experience beyond that minimally required. Specialized experience with payroll, budget monitoring, and the maintenance of bookkeeping records associated with office accounts. Experience managing grants desirable, particularly post-award reports and budgets.

Physical Requirements

Working Conditions

The Administrative Support Assistant works in a highly productive office environment with interruptions and noise due to frequency of visitors, students, faculty, staff, and callers. Pressure is expected on the job due to the frequency and number of visitors and callers and the meeting of multiple job deadlines. Overtime may be required during peak periods of the year. This position calls for initiative, good judgment, and a high degree of responsibility combined with the ability to handle information of a confidential nature. The Administrative Support Assistant must promote and contribute to an atmosphere of teamwork and cooperation.

Special Information/Instructions to Applicants

Morehead State University is an EO/AA educator and employer with a strong commitment to community engagement.

Morehead State University - 2 years ago - save job
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