Administrative Assistant I – Public Safety Health & Medical Services

Position Summary

The primary purpose of this job is to provide administrative support to the Health Services function within the Public Safety Department, as well as the Public Safety Department itself. This position performs secretarial, clerical and administrative duties under the general supervision of the Lieutenant Public Safety – Health and Medical Services and Emergency Operations and the Administrative Assistant IV- Public Safety. The person in this position enables the Health Services office and the Public Safety Department to increase their efficiency and effectiveness by assisting with administrative tasks. This position provides outstanding customer service to students, staff, faculty, and visitors who are in need of assistance from the Health Services office and the Public Safety Department.

About the Role

This position functions independently most of the time and is expected to exercise good judgment on issues, questions and problems that arise. This position interacts with students, staff, faculty and visitors on a daily basis. The person in this position reports to the Lieutenant Public Safety – Health and Medical Services and Emergency Operations and receives direction from the Administrative Assistant IV- Public Safety to assist them in efficiently completing the administrative tasks of the Health Services office and the Public Safety Department.

Responsibilities

• Perform secretarial, clerical and administrative duties under the general supervision of the Lieutenant Public Safety – Health and Medical Services and Emergency Operations and the Administrative Assistant IV- Public Safety.
• Enable the Health Services office and the Public Safety Department to increase their efficiency and effectiveness by assisting with administrative tasks.
• Provide outstanding customer service to students, staff, faculty, and visitors who are in need of assistance from the Health Services office and the Public Safety Department.
• Maintain recordkeeping systems and procedures.
• Retrieve and manage data, information and files.
• Write and edit documents, letters, memos, reports, and other correspondence.
• Handle incoming and outgoing mail and telephone calls.
• Manage scheduling and appointments.
• Coordinate meetings and events.
• Assist with the preparation of reports and statistical data.
• Manage inventory and supplies.
• Respond to students, faculty, staff and visitors in a timely and tactful manner.
• Maintain confidentiality of sensitive information.
• Perform other related duties as assigned.

Requirements

• Associate’s Degree or the ability to complete an appropriate Associate’s Degree within 12 semesters.
• At least one (1) year of medical office administrative experience.
• Ability to maintain recordkeeping systems and procedures.
• Demonstrated ability to efficiently organize, retrieve and manage data, information and files.
• Demonstrated excellent written and oral communication skills.
• Able to respond to students, faculty, staff and visitors in a timely and tactful manner.
• Strong follow-through and follow-up skills; must be tactfully and diplomatically assertive.
• Able to multitask, prioritize and work in a stressful, sometimes hectic, environment.
• Able to understand and meet customer needs using strong listening skills.
• Able to work collaboratively with, and take direction from, individuals or groups as required by the activity.
• Able to maintain and use confidential information without compromise.
• Able to obtain and maintain a valid Michigan Notary Public commission within 30 days of hire.

Qualifications

• Knowledge of conducting Hearing and Vision tests.
• Experience with the Self Service payroll system.
• Experience with the calculations of a complex payroll; handling over 35 employees with multiple schedules.
• Current CPR/AED and First Aid certification.
• Two years’ experience in customer service in a front-line office position.
• Notary Public.

Physical Requirements/Working Conditions

• Must be able to remain in a stationary position for prolonged periods.
• Requires the ability to move about inside the office and occasionally traverse across campus.
• Must be able to move items weighing up to 30 pounds.
• Must be able to communicate effectively with faculty, students, staff and visitors.
• Constantly operates a computer and other office equipment such as a calculator, copy machine, facsimile, scanner and printer.

Work Schedule

Monday through Friday, 8:00 a.m. to 4:30 p.m., full time position (40 hours per week/ 52 weeks per year).

Hours may be flexed by the department to address department needs and/or special events.