Title: Academic Administrative Assistant (Internal Posting)

VP Area: Academic Affairs

Department: School of Nursing & School of Kinesiology and Psychology

Published Salary Range: $19.97

Job Summary/Basic Function:

• Effectively and efficiently support unique programs and activities of school(s) and/or college(s).
• Take and transcribe notes, including but not be limited to, creating meeting minutes, memos, and other correspondence.
• Compile, prepare, and distribute documents, including but not limited to:  payroll authorizations, contract letters, load reports for adjunct and full-time faculty, non-attendance reports, programmatic accreditation documents (if applicable), and other communications.
• Assist with onboarding of new hires (communication with HR on status of new hires, getting office ready, requesting phone extension and computer, coordinating with IT for printer/computer networking, ordering business cards and name tag, ordering signs).
• Update and maintain the school and/or College website.
• Act as receptionist, including but not limited to, handle, distribute, and dispatch mail, answer and place phone calls and relay messages, make appointments for supervisor and other staff, and maintain departmental filing system and records.
• Prepare requisitions, invoices and statements, prepare receipts, verify and take deposits, handle money including petty cash, answer questions regarding accounts, track faculty Professional Development Fund balances and expenses, and prepare year-end reports.
• Order office supplies and maintain supply inventory; prepare, reconcile, assemble and distribute appropriate reports, billings, records and related documents as required; track and apply departmental budgets to purchases and course load assignments.
• Prepare departmental timesheets.
• Maintain and operate office business machines.
• Assemble and organize materials required by supervisor in completing work assignments.
• Compile, prepare and distribute special reports, lists and tables for the various activities of the department; collect and tabulate statistical data for supervisor and department needs.
• Assist in preparation and production of departmental publications, newsletters, promotional materials, and disseminate information.
• Order and arrange transportation, facilities, special equipment, and events (dinners, Advisory Board meetings, awards, etc.) as needed by departmental activities. 
• Assist students, faculty, and visitors with problems related to departmental functions, assist with and arrange special functions for the department, act as liaison for supervisor and staff with the public and coordinate activities with other departments, act as liaison between Regional Center Directors and main campus with various issues, and provide information relating to the department as required by other departments or outside agencies.
• Assist departmental staff in completion of their duties as required, including but not limited to, requesting desk copies of textbooks for faculty, performing clerical duties for various honor societies, and acting as treasurer for various student organizations and clubs.
• Act as Building Manager.  Arrange reservations/invoices for events held in buildings (often with outside entities).  Prepare work orders for maintenance that needs to be performed in building.
• Assign academic advisors, under the direction of the Dean, running and sorting advisee reports.
• Teaching Qualification Forms – assist with gathering, compiling, and filing TQF’s. Verifying that TQF’s are up to date.
• Use University technology including, but not limited to, Banner, Anchor Access, Argos, etc.
• Exercise strict confidentiality and discretion.
• Perform related duties as assigned.

Minimum Qualifications:

• Associate degree or equivalent experience in business, office administration, or another related field
• Four years of experience in office work or four years of formal training related to position
• Typing proficiency - minimum of 50 words per minute
• Strong skills in mathematics using equations including decimals and fractions
• Problem solver and critical thinker
• Knowledge of office procedures
• Knowledge of electronic office equipment and business machines
• Be self-directed, friendly, and helpful
• Excellent written and verbal communication skills
• Ability to utilize Microsoft Office software programs including Excel, Word, and Power Point

Preferred Qualifications:

• Bachelor’s degree in business, office administration, or another related field
• Four or more years of experience or combination of experience and formal training related to position with evidence of competency
• Prior experience acting as liaison between different groups

Physical Demands:

Must have ability to hear a normal conversational voice and phone conversation, with or without a hearing aid; ability to speak and be understood under normal circumstances; ability to read and to understand written and spoken language; ability to see with or without vision aid and to concentrate long hours on computer screen. Use of fine motor skills and dexterity to type and input computer information and for use of other office machines. Use of gross motor skills for filing, handling of paperwork, move boxes, and operating equipment. Ability to communicate with a variety of audiences; ability to understand and perform computations with numbers including fractions and decimals.

Work Hours: 

Monday - Friday 8 am - 5 pm

Special Instructions to Applicants:

Please submit a cover letter, resume, and the names and contact information for three references.