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Administrative Assistant
DATE:   12/24/2012
JOB TITLE:   Administrative Assistant
JOB STATUS:   FT
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Academic Complex
TITLE OF IMMEDIATE SUPERVISOR:   Dean of Education
DEPARTMENT:   Education
SECTOR:   Academic Affairs
SALARY:   $11.50 an hour

SUMMARY:

Under general supervision, the Administrative Assistant assists with the administrative support to accommodate the needs of the office as well as provide secretarial assistance and coordination of functions and activities.


ESSENTIAL DUTIES:

Answer telephones, take messages, schedule appointments and greet visitors;

Perform general office procedures, catalogue material, order supplies, make travel arrangements and answer department-related questions;

Handle correspondence, produce reports (including graphs and charts), presentations, and record minutes of meetings;

Receive and distribute mail and handle both internal and external campus mailings;

Monitor the budget and report irregularities to supervisor.;

Maintain calendar(s) to schedule appointments, coordinate and maintain scheduled activities and ensure compliance with deadlines;

Utilize Microsoft Office for word processing, database and spreadsheet management, presentations and other software as applicable;

Make travel arrangements and organize luncheons and events;

Assist with publications including the annual report, program brochures, newsletters, and marketing materials;

Maintain inventory of office supplies;

Maintain office website;

Maintain records ensuring completeness and accuracy;

Schedule and coordinate meetings, events and orientations as needed;

Respond to all concerns and inquiries when supervisor is unavailable;

Submit part-time and overload faculty payroll to the payroll department for processing;

Prepare budget revisions check requests, purchase orders, travel authorizations investigate budget changes and payroll vouchers for reimbursement;

Organize, complete and input placements for student teachers;

Prepare invoices to reconcile cooperating/associate teacher remuneration;

Maintain and update placement correspondence;

Process placement applications and evaluations;

Maintain confidentiality of information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment;

Perform other duties as assigned.


GENERAL DESCRIPTION:

35%    Answer telephones, take messages screen visitors, schedule appointments, maintain office calendar.

30%   Create, input and maintain spreadsheets, databases, correspondence and documents.

30%   Perform administrative tasks such as monitoring the budget, coordinating meetings and functions, maintaining files and submit part-time and overload authorizations to payroll.

5%     Supervise student aides and other clerical tasks.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.

Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.

 

Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.

Ability to receive telephone calls, respond to inquiries and effectively communicate with others. 

Computer literate, including Microsoft Office, and ability to learn new computer software programs. 

Excellent organizational skills with attention to details.

Ability to perform all essential job functions accurately with minimal direct supervision.

Ability to display sound judgment to insure timely processing and completion of assigned tasks. 

Ability to plan and coordinate activities. 

Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances. 


ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing, stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, typewriter, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above.


QUALIFICATION STANDARDS:

High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities; Bachelor's degree preferred.

A minimum of five years of experience performing similar tasks is required.

Proven customer service skills.



Non Discrimination/Equal Employment Opportunity Statement Policy:

The University affirms its commitment to equal opportunity and non-discrimination and recognizes its responsibility to provide for all employees an environment that is free of discrimination and harassment based on gender, sexual orientation, race, color, creed, national origin, age, marital status, predisposed genetic disorder, Vietnam Era or disabled veteran status, disability or other category protected by law. The University also does not tolerate any actual or attempted reprisals or retaliation against an employee who raises a sincere and valid concern regarding harassment or discrimination. All such discrimination, harassment, and/or retaliation is, therefore, strictly prohibited. This policy protects and covers the conduct of all employees, without regard to job title or status. Anyone engaging in the above mentioned conduct is subject to disciplinary action up to and including discharge or termination of any other status.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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