Purpose of Job:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions.
Scope of Responsibilities:
- Work closely with the Executive Director and other at the Vicksburg Center for administering the day–to-day operations of the program offerings in Vicksburg, MS.
- Assist in establishing and maintaining effective programs of student recruitment, business, industry, government and civic organization participation, and public awareness.
Bachelor’s Degree is required. In addition, individual should have two to five (2-5) years of relevant experience, courses in business practices, proficient in Word, Excel, Publisher and the ability to type 40 wpm along with, a working knowledge of business communications, spelling, punctuation, and office procedures. Ability to work as a member of a team and independently, maintain records, prepare reports, compose letters and memorandum, understand and follow oral and written instructions, and make minor decisions in accordance with departmental and university regulations is a must; along with good interpersonal skills.
Essential Job Functions:
1. Assist students, staff and others in order to regulate and oversee department activity.
2. Schedules appointments.
3. Uses computer for word processing and other needed functions to compile and produce reports, compose and prepare correspondence, and produce other requested documents.
4. Opens, reads, and distributes mail; assembles related material for use by supervisor in answering mail; may answer routine inquiries requiring interpretations of departmental regulations. Prepares outgoing mail.
5. Acts as a custodian of University documents and records. Maintain documents and records for department budget preparations, student records or related information.
6. Arranges travel schedules and reservations, prepares travel applications and vouchers.
7. Assists in the preparation of department budget and tracks expenditures.
8. Maintains departmental inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business.
9. Coordinates collection and preparation of operating reports, transfers budget expenditures, statistical
records of performance data and student information.
10. Prepares memorandums outlining and explaining administrative procedures and policies to students,
employees, professional staff or faculty. May direct preparation of information such as records, reports, minutes, correspondence, and memorandums.
11. Plans conferences, prepares class schedules, and coordinates training opportunities, meetings and other
12. Analyzes department operating practices such as record keeping systems, forms control, and office
13. Contributes to the effective team management of all relevant problems, issues and opportunities.
14. This job description shall include, but is not necessarily limited to, the above duties. May temporarily
perform other duties assigned to maintain operations and services, including representing the Director and interacting with vendors, students, and other constituents when called upon to do so.
15. Will be required to work on some weekends and in the evenings..
Licensing and Certifications: N/A
Knowledge Skills and Abilities:
• Knowledge of administrative and clerical procedure and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Knowledge of the structure and content of the English language including the meaning and spelling of works, rules of compositions, and grammar.
• Understanding written sentences and paragraphs in work related documents.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas orally and in writing so others will understand.
• The ability to listen and understand information and ideas presented through spoken words and sentences.
InsideHigherEd.com - 4 months ago