General Statement of Job The Department of Psychology is looking to fill a part-time administrative assistant position to serve the department. Administrative assistants keep official department records and relieve department chairs, faculty and/or staff members of clerical and administrative work by performing the following duties.
Specific Duties and Responsibilities Manages department chair's calendar and independently schedules appointments.Screens incoming calls and correspondence and responds independently when possible.Serves as receptionist for department (by telephone and in person).Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.Directs preparation of records such as syllabi, classroom handouts, exams, department meeting minutes, class rosters, grade reports, and mass mailings.Takes and transcribes dictation, and composes and prepares minutes of departmental meetings.Prepares confidential correspondence, reports, and other complex documents.Coordinates the photocopying of exams, correspondence or other printed materials.Proctors students taking exams.Creates and maintains database and spreadsheet files.Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.Assists in the student advising process by maintaining student files and advisee lists, tracking first-time/full-time freshmen for retention, assisting in compilation of student data. Assists in the student registration process by entering of new course schedules, updating faculty to online registration system, manages waiting list of students for high demand courses, and follows through with student when opening occurs. Maintain advising lists and all aspects of new advisees.Fall/Spring/Summer Schedule EntryAssists with University registration events and coordinates with Admissions for student visits. Orders and maintains office supplies, laboratory and classroom equipment, audiovisual equipment, and departmental library. Provide Level 1 tech support.Tracks departmental budget information.Coordinates Student Assessment/Evaluation process.Assists with student department clubs. Assists with organization of departmental events (e.g., Senior Thesis Presentations).Maintains department bulletin board, web page and social media sites.Education, Experience, and Licenses To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High School diploma or GED required. One-year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
Knowledge, Skills, and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to present facts to faculty for departmental response. Ability to deal with a variety of information presented in oral or written formats. Ability to deal with non-verbal behavior in assisting with problem resolution. Ability to effectively communicate orally (in person and by telephone) and in writing; ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, PowerPoint, e-mail and internet skills). Ability to use (or quickly learn) the University software systems. Ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.). Ability to multi-task, yet maintain close attention to detail and timeliness of work production; ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public). Physical Demands/Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the office work environment is usually moderate with frequent occasions of multiple conversations in process.
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
