Administrative Assistant II - CAAR (4429)

Purpose  
Reports directly to the Executive Director of the Center of Academic Advisement and Retention. This position provides administrative support in a variety of functions to the individual team, department, and/or another group in the organization. Collects, reviews, and analyzes data and prepares reports, charts, budgets, and other presentation materials. 

Essential Job Functions  

• Manage all event logistics, including scheduling, venue coordination, registrations, communications, materials, and on-site support. 
• Provides all aspects of administrative support for departmental operations, including but not limited to answering phone calls and providing information about the programs within the department.
• Open and close department along with greeting vendors, customers, students, and other visitors in a friendly, approachable, and professional manner and ensures that they are escorted to the appropriate areas.
• Assists the Executive and Directors of the Center of Academic Advisement and Retention in the preparation of departmental reports; maintaining various databases and spreadsheets, including budgetary expenditures, income generated by the department.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
• Assists the department employees with equipment and computer problems, typing of materials, etc.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Assists in data collection and review associated with the surveys of the University Advisement Center. 
• Attends and maintains meeting minutes on all departmental meetings.
• Organizes and maintains department files both electronic and hard copy.
• Recruit, train, schedule, and supervise departmental work-study students. 
• Provide executive-level administrative support to the Executive Director and departmental leadership, including calendar management, travel coordination, meeting scheduling, correspondence, and special projects. 
• Maintains neat, clean, professional appearance as directed by university policy.    

Additional Duties And Responsibilities  

• Assumes additional responsibilities and performs special projects as needed or directed.
   

Qualifications

Education, Training and/or Experience

• An A. S. Degree in Business Administration or equivalent; must have three (3) five (5) years of administrative support experience is required.  

Knowledge, Skills, Abilities and Personal Characteristics

• Able to perform duties independently with minimal supervision.
• Basic math skills (addition, subtraction, multiplication and division).
• Ability to operate standard office equipment and follow office procedures.
• High degree of integrity; highly ethical.
• Must be able to work with diverse groups of individuals and have thorough knowledge of academic resource issues.  
• Strong interpersonal skills: ability to deal with potentially difficult situations involving sensitive and confidential issues.
• Strong attention to detail; ability to organize work and perform duties with a high level of accuracy.
• Effective oral and written communication skills.
• Able to prioritize and manage multiple projects, adhering to strict timelines.
• Good communication and presentation skills.
• High degree of initiative and independent judgment.
• Well-developed analytical and problem-solving abilities.
• Able to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
• Able to write reports, business correspondence.
• Strong Computer skills; data entry and spreadsheet software capabilities.

Preferred Qualifications

• A bachelor's degree in Business Administration or a similar field is desired.

Physical Demands  

• Nature of work requires an ability to operate standard business office equipment.  
• Requires ability to communicate and exchange information, collects, compiles, compares, and prepares work documents, set-up and maintain work files.
• Must spend majority of time concentrating on CRT identifying and updating information and performing data entry input.
• Must be able to lift up to 25 lbs; retrieving and placing materials on high shelves and on floor-level shelves; standing, walking; carrying; grasping; hearing; seeing; sitting; kneeling; climbing; balancing; stooping; crouching and reaching.

Working Conditions  

• Work performed in a general office environment.
• May require availability for overtime hours during peak periods.