Clerk IV (New Student Orientation, Transitions & Family Programs Office Assistant

About the role

The Clerk IV - Office Assistant provides direct administrative support to Associate and Assistant Directors for New Student Orientation, Transitions and Family Programs. Duties include calendar management, travel arrangements, financial transactions, drafting internal/external official communication, triaging concerns and inquiries, scheduling meetings, reserving meeting/event space, preparing information for meetings and presentations, typing of documents, drafting communications, assisting with projects and initiatives, supporting event planning and execution, reception service, managing incoming and outgoing faxes and postal mail, maintaining office and programs inventory, supervising student staff, supporting purchases, travel arrangements, and budget reconciliation processes, and supporting signature programs.

Responsibilities

• Provides administrative support to Associate and Assistant Directors for New Student Orientation, Transitions and Family Programs
• Manages calendar, travel arrangements, and financial transactions
• Drafts internal/external official communication and supports meetings and presentations
• Types documents, drafts communications, assists with projects and initiatives
• Schedules meetings, reserves meeting/event space, and supports event planning and execution
• Supports reception service, manages incoming and outgoing faxes and postal mail, maintains office and programs inventory
• Supervises student staff, supports purchases, travel arrangements, and budget reconciliation processes
• Serves as a back-up for time reporting processes
• Supports signature programs such as “Ready for the U”, “Welcome to the U”, “Family Weekend”
• Attends workshops, classes, or training sessions to advance skills and knowledge

Requirements

• Two (2) years of full-time work experience in a high-volume office on a college campus or similar work environment
• Ability to organize, screen, and refer multiple and simultaneous requests, phone calls, and walk-ins with a minimal amount of supervision
• Ability to quickly assess and evaluate problems and take appropriate follow-up action
• Excellent interpersonal skills, ability to work with people from diverse backgrounds, and ability to establish and maintain good working relationships among co-workers in a multi-layered environment
• Understanding and appreciation of the need for confidentiality and ability to work with confidential student records and exercise professional judgment under stressful circumstances
• Working knowledge of and proficiency using computer databases, word processing, and spreadsheet programs
• Knowledge of the English language, both written and oral, including the ability to read, write, spell, use proper grammar and punctuation, comprehend word meaning and usage, communicate effectively in oral expression, and effectively follow and act on written and oral instruction

Qualifications

• Two (2) years of full-time work experience in a high-volume office on a college campus or similar work environment
• Ability to organize, screen, and refer multiple and simultaneous requests, phone calls, and walk-ins with a minimal amount of supervision
• Ability to quickly assess and evaluate problems and take appropriate follow-up action
• Excellent interpersonal skills, ability to work with people from diverse backgrounds, and ability to establish and maintain good working relationships among co-workers in a multi-layered environment
• Understanding and appreciation of the need for confidentiality and ability to work with confidential student records and exercise professional judgment under stressful circumstances
• Working knowledge of and proficiency using computer databases, word processing, and spreadsheet programs
• Knowledge of the English language, both written and oral, including the ability to read, write, spell, use proper grammar and punctuation, comprehend word meaning and usage, communicate effectively in oral expression, and effectively follow and act on written and oral instruction