Working Title: Senior Administrative Assistant
Department: Physical Education
The Senior Administrative Assistant is responsible for secretarial and delegated administrative duties within the Departments of Intercollegiate Athletics and Physical Education.
Nature of Work:
The Senior Administrative Assistant performs general office and secretarial duties as well as delegated administrative tasks. Work involves supervision over a few subordinates in general office duties. Primary emphasis is on relieving administrative officials of operational details by performing secretarial and administrative clerical work. Normal work is performed with independence unless at judgment of employee, they require clearance from administrative superior.
Duties & Responsibilities:
- Supervise the work of clerical staff, keeping varied administrative, fiscal, and academic records, and preparing complex, technical, and confidential reports.
- Answer questions requiring interpretations of routine policies, rules, and regulations; provides information on procedural matters to others.
- May coordinate and supervise activities of other employees in routine clerical positions, may interview applicants for clerical positions.
- Trains and supervises student assistants.
- Interviews, screens, and refers student and general callers, answers varied inquiries personally and explains basic policies and procedures; answers telephone and makes appointments for Division Chairperson and Athletic Director.
- Prepares syllabi and other materials presented by faculty and staff.
- Operates various pieces of office equipment such as personal computer, calculator, and photocopier.
- Prepares, check, and channel various inter-office forms, requisitions, vouchers, payrolls, activity reports, and similar papers.
- Orders office supplies and works with printing services for specific printing needs.
- Facilitate purchases for Physical Education/Athletics Division.
- Codes all invoices with correct budget codes and submits to Business Office for processing. Maintain file copies of invoices. Track and monitor budget balances.
- Screen and processes incoming correspondence for the Physical Education/Athletics Division.
- Facilitates travel arrangements for Athletic Program and processes travel reconciliation.
- Assists Head Athletic Trainer with athletic medical insurance to include filing of claims, payment of allowable medical charges, reconciling accounts, contacting insurance companies, student athletes and their parents/guardians.
- Maintain a schedule of all athletic events.
- Prepares, sends, and receives game contracts.
- Act as liaison between Physical Education/Athletics and other college departments.
- Advises employees on operation 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.
- 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 superiors.
- Approves and signs requisitions, vouchers, forms, and other documents for superiors.
- Maintains varied administrative, fiscal, and academic records.
- Performs other duties as assigned.
Required/Desired Knowledge, Abilities & Skills:
- Considerable knowledge of the principles of office management, an of modern office procedures, systems, and equipment; ability to apply this knowledge to difficult problems.
- Considerable knowledge of the laws, rules, regulations, and policies to the institution relative to the organizational position.
- Ability to maintain complex administrative, fiscal, or academic records; to prepare statistical, scientific, and fiscal reports; and to provide complex information from such records.
- Ability to orient and train other clerical workers, and to explain organizational policies, rules, regulations, and procedures.
- Ability to establish and maintain effective working relationships and make contacts with officials, subordinates, students, organizations, and general public, and to effectively and discretely convey information.
Required Education and/or Experience:
- Graduation from and 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; 50 words per minute.
Contacts: Robbin Burriss
Any corrections/updates to information listed on these pages are required to go through the contacts listed above.