Under close supervision and with minimal latitude for the use of initiative and independent judgment this position provides personal clerical and administrative services and assistance. Keeps official records and executes administrative policies determined by or in conjunction with other officials.
Statement of Duties and Responsibilities:
Provides administrative support to the Office of the Dean by managing all aspects of office operations: front-desk supervision, processing of expenses and invoices, tending to walk-in guests and queries, etc.
Greets and assists Office of the Dean guests. Screens calls and responds to or routes inquiries from external or internal sources with appropriate correspondence or other messaging.
Supervises student-staff and assigns duties; reviews timecards for payroll runs. Coordinates student availability for office staffing and for college special events.
Schedules and coordinates meetings, travel, and other group activities. Manages expense reporting, invoicing, office supply inventory and needs, or other routine processes.
Prepares memorandums, reports, and purchase requisitions; and gets necessary document approvals. Composes, prepares, and proofreads confidential correspondence, reports, and other complex documents, files correspondence and other records.
Manages calendars and independently schedules appointments.
Acts as a liaison for management by effectively interacting with faculty and campus personnel.
May process personnel action paperwork in conjunction with established organizational policies and procedures.
Processes various types of requests through PeopleSoft, purchasing software, and other university systems; ensures timely payment for vouchers, purchase orders, and/or reimbursements. Tracks work orders across various campus offices (business, facilities, etc.).
Outlines and explains university procedures and policies to supervisory workers, and monitors compliance. Maintains files, internal databases, and archives of relevant records.
Arranges programs, events, trainings, and meetings by coordinating with facilities, catering, issuing information or invitations, coordinating speakers, and controlling event budget.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies Office of the Dean staff when requested.
Maintains a high degree of confidentiality on all sensitive information this position is privy to.
Possesses knowledge of all Microsoft Office software and able to learn and use institutional software systems.
Complies with all State and University policies.
Performs other duties as assigned.
Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
