Administrative Support (Temp)

Provides administrative support to both the Academic Advising office and the Centralized Accommodated Testing Spaces by coordinating activities, supporting programs, and facilitating department objectives.

Responsibilities

• Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
• Organizes work by reading, routing, and answering correspondence; collecting, maintaining, and prioritizing information; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
• Maintains department schedules by keeping calendars for department personnel; arranging meetings, classes, conferences, teleconferences, and travel.
• Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, and taking minutes.
• Manages public relations by greeting customers, constituents, and colleagues, in person or on the telephone; answering or referring inquiries; and providing information and assistance regarding department functions.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
• Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; and making recommendations for management approval.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
• Performs other related duties as assigned.

Requirements

• High School diploma or GED equivalent.
• 1 year of basic office experience.

Skills

• Knowledge of basic office techniques.
• Knowledge of basic customer service techniques.
• Solutions-oriented mindset.
• Ability to balance multiple projects simultaneously.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and complex calendaring.
• Proficiency using Zoom or other online meeting software.
• Skill in effective written and verbal communications.

Physical Requirements

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary.
• No harmful environmental conditions present for this job.
• This role is an on-campus, in-person position.
• The noise level in this work environment is usually moderate.