Working Title: Senior Administrative Assistant to the Dean
This is a highly responsible secretarial work position performing a variety of administrative assistance and secretarial services to the office of Humanities.
Nature of Work:
The Senior Administrative Assistant plays an important role by providing varied and difficult secretarial, administrative and public relations duties. Employees in this class independently perform responsible work which may involve supervision over a small group of subordinates in general office duties. Employees are responsible for relieving top level administrative officials details by performing responsible secretarial and administrative clerical work. Normal administrative routines are performed with independence, unless, in the judgment of the employee, they require clearance with the administrative superior.
Duties & Responsibilities:
- May supervise the work of a clerical staff, keeping varied administrative, fiscal, and academic records, and preparing complex, technical, and confidential reports.
- Advises employees on operational procedures, methods, and policy matters; confers with and advises superiors concerning clerical performance standards and other operating problems; provides for equal distribution of clerical workload.
- Meets individuals and the general public, providing information pertaining to organizational procedures and policies; interprets laws, rules, policies and regulations; makes appointments; transmits policy and administrative decisions, processes confidential matters and either resolves or refers questions to appropriate personnel in the absence of the superior.
- Prepares agenda and compiles data for meetings; gathers information for and prepares reports, questionnaires, and other documents.
- Reads incoming mail, composes answers to letters and routes mail to the proper officials when it does not require superior’s attention; transcribes, types, checks, and
- Proofreads complex, technical, and confidential dictation; answers the telephone and makes appointments for a superior.
- Approves and signs requisitions, vouchers, forms, and other documents for a superior.
- Maintains varied administrative, fiscal, and academic records.
- Performs other duties as assigned.
Required/Desired Knowledge, Abilities & Skills:
- Thorough knowledge of business English, spelling, punctuation, and arithmetic.
- Considerable knowledge of the principles of office management, and of modern office procedures, systems and equipment; ability to apply this knowledge to difficult problems.
- Considerable knowledge of Microsoft Office software suite (Word, Excel, PowerPoint, Access) and Outlook and various office machines such as photocopier and facsimile.
- Ability to maintain administrative, fiscal and academic records, some of which are confidential.
- Ability to establish and maintain effective working relationships and make contacts with officials, administrators, subordinates, students, organizations, and the general public, and to effectively and discretely convey information.
- Ability to compose effective correspondence.
- Effective verbal and written communications and interpersonal skills
- Ability to organize and prioritize work.
- Ability to orient and train other clerical workers, and to explain organizational polices, rules, regulations, and procedures.
- Considerable customer service skills.
Required Education and/or Experience:
Graduation from an accredited college or university with emphasis in secretarial science or business administration, supplemented by progressive responsibility in secretarial positions in varied, complex work situations; or an equivalent combination of training and experience.
Typing Skills: 55 words per minute.
The Administrative Assistant for the Division of Humanities reports to the Dean of Humanities.
Contacts: Robbin Burriss
Any corrections/updates to information listed on these pages are required to go through the contacts listed above.