To oversee general office operations, and to perform a wide variety of clerical and administrative tasks for a University department/program.
- Oversee and carry out various day-to-day departmental administrative functions.
- Supervise one to several regular office personnel: interview and advise on hiring; train new employees; plan and issue daily work assignments; monitor work in progress and check completed work; assist staff with unusual or difficult tasks; assist with/carry out performance evaluation; bring special personnel problems to attention of department director; plan staffing needs and work schedules. Supervise additional temporary help and/or work study students.
- Coordinate, initiate, prepare, process, and/or monitor various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations.
- Develop, organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
- Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers: design and basic programming of appropriate data bases and data management/reporting systems using PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
- Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
- Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or others.
- Perform various bookkeeping functions: initiate and process financial documents related to operating budgets, capital budgets, special accounts, and the like; monitor financial activity; organize and maintain financial records; prepare related reports.
- Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key department constituency: explain policies/procedures; answer various questions; coordinate services; handle special requests or problems, referring to supervisor and advising on appropriate actions as necessary.
- Perform other specialized or technical administrative tasks related to the department's primary function.
- Organize and coordinate various departmental activities/events as necessary. Attends to relevant details.
- Confer regularly with immediate supervisor, other department and University personnel, and/or various outside individuals/organizations to plan and coordinate activities, exchange information, resolve problems, and the like.
- Assist with general office secretarial work: answer phones and perform reception duties; type/print using word processor correspondence, reports, etc.; order office supplies; maintain appointment calendars; set up meetings; photocopy; screen and distribute mail; and the like.
- Perform other duties as required.
- Completes new employee orientation and sexual harassment training within 30 days of the date of hire.
- Understands and complies with the University of New England Safety Manual.
- Performs other related duties as assigned.
Functional and partial to full administrative supervision of one to several employees.
Minimal supervision is received from a department director or senior administrator.
Associate's degree in business or other appropriate discipline, plus three to four years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
* Background check may be required.
- Broad base of general clerical/secretarial and office management knowledge and skills.
- Excellent administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems.
- Good reading, writing and math skills. Some bookkeeping/accounting training or experience may be desirable.
- Good basic supervisory skills; some previous supervisory experience desirable.
- Ability to deal effectively with a wide variety of individuals inside and outside of the University.
- Ability to function independently, with supervision, work as part of team environment as necessary.
The University of New England, with campuses in Biddeford and Portland, Maine, is a top-ranked independent university with internationally...