558-Administrative Assistant, Graduate Admissions
University of New England - Portland, ME

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To perform a wide variety of basic and specialized clerical/secretarial and administrative tasks related to the Office of Graduate and Professional Admissions.

Responsibilities
  • Oversee and carry out various day-to-day departmental administrative functions.
  • Perform regular secretarial duties for the department: answer phones and serve as department receptionist; type/print using word processor correspondence, exams, reports, manuals, and the like; order office supplies; maintain appointment calendars; screen incoming mail; set up meetings; photocopy; and the like.
  • Coordinate, initiate, prepare, process, and/or monitor various administrative/financial/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University students, faculty or staff, or individuals outside the University.
  • 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 various 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 other staff members.
  • Prepare/coordinate bulk or other special departmental mailings.
  • Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
  • Perform basic liaison functions with students, faculty, staff, parents, or other department/program constituency: explain policies/procedures, answer various questions, coordinate services/assistance, handle special requests or problems, routing to senior staff members as appropriate.
  • Perform other specialized or technical administrative tasks related to the department’s primary function.
  • Confer regularly with immediate supervisor, other department/University personnel, and/or various firms/organizations/individuals outside the University to plan and coordinate activities, exchange information, resolve problems, and the like.
  • Train and oversee the work of junior staff members or student assistants.
  • Completes University 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.
SUPERVISION RECEIVED

Moderate to minimal supervision is received from a department head or other senior staff member or administrator.

Qualifications Associate's degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
  • Broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception, and so forth.
  • Good basic administrative and organizational skills. Experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems desirable, and possibly required.
  • Good reading, spelling/grammar and general writing and math skills. Some bookkeeping/accounting training or experience may be desirable.
  • Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals/organizations.
  • Previous UNE experience desirable.

* Background check may be required.

University of New England - 9 months ago - save job - block
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