Position Summary
The Administrative Assistant (AA) provides high level administrative support to the Director. This includes managing appointments, schedules and travel arrangements; handling confidential information and maintaining the security of records and files; preparing documents and presentation materials; screening incoming correspondence and calls. The AA collects and prepares a combined budget report for the CTL. A high level of professionalism must be maintained in all aspects regarding the CTL. The AA must have the skills and temperament to establish and maintain effective working relationships with all levels of staff, faculty, administrators, Advisory Board, and the general public.
Duties and Responsibilities
Administrative (70%)
- Organizes and coordinates meetings as assigned, including making meeting arrangements and sending/receiving invitations, set up and clean-up of meeting areas;- Assists in coordination and distribution of reports and meetings;
- Records, types and distributes minutes of meetings as assigned;
- Manages the calendar, including scheduling, arranging and confirming appointments;
- Develops and maintains a variety of databases;
- Formulates brochures, flyers, and agendas for various activities scheduled throughout the year for marketing purposes;
- Schedules and coordinates travel;
- Maintains and monitors the CTL Budget;
- Processes invoices for payment/reconciliation and keeps accurate records of payments made;
- Maintains Assessment related records (evaluation data);
- Maintains Faculty Development related documents;
- Receives, date-stamp, and distribute incoming mail and packages;
- Completes photocopying/scanning request;
- Performs filing duties and keeps electronic files as needed.
Support/External Functions (30%)
- Assist and/or coordinates special events. This may include faculty development events, workshops, programs, seminars, faculty learning communities, and conferences.
Qualifications
Minimum Education:
Bachelor’s degree from an accredited institution.
Minimum Experience:
This position requires an individual with a well-developed professional demeanor, secretarial and computer skills appropriate to the tasks above; a mature-minded individual with the ability to prioritize, relate to the public, exercise initiative, good judgment, confidentiality and tact; with the ability to communicate well verbally and in writing, especially in email correspondence; able to perform duties with a minimum of direct supervision. Office and customer service experience, or an equivalent combination of education, training, and experience that provides the capability to perform the described duties.
Skills:
Knowledge of general office activities, policies, practices, procedures and terminology appropriate to academia and the Provost's office; Must be able to follow oral and written instructions, and be familiar with policies and procedures in order to prepare a variety of records, reports, and correspondence using appropriate software formats as directed; Must be able to establish and maintain effective working relationships with others, be skilled in customer service, and demonstrate effective communication and professionalism; Must have excellent customer service and communication skills that provide a courteous and business-like professional atmosphere; Must be able to adapt actions to events that may require extreme levels of patience and exemplary team support skills; Must be willing to learn.
Technical Skills:
Knowledge of the latest version of Mac OS, and Microsoft Office software.