Administrative Assistant 1

Youngstown State University

Youngstown, OH

ID: 7063833
Posted: February 19, 2020
Application Deadline: Open Until Filled

Job Description

Class Concept / Summary of Position
The class works under general supervision and requires considerable knowledge of clerical functions and office and/or program policies and procedures. Relieves supervisor of routine and/or administrative duties, and/or provides secretarial assistance through routine administrative tasks, independently providing explanation, orally and/or in writing, of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in given situation, and/or to provide secretarial assistance in a technical environment by performing routine administrative tasks, and/or to supervise student and non-regular office support staff. Makes recommendations regarding program activities and assists in developing new procedures related to established program policy.

Major Work Characteristics
Knowledge of: public relations; budgeting procedures; office management; administrative practices and procedures; general office practices and procedures; English grammar and composition; arithmetic that includes addition, subtraction, multiplication and division; unit-specific office practices and procedures*; records management; business communications.

Skill in: operation of personal computer, office equipment, and software applications.

Ability to: gather, collate, and classify information according to established methods; collaborate on projects; prepare and deliver presentations; write directives, memos and other publications; define problems, collect data, establish facts, and draw valid conclusions; handle sensitive contacts with public and other work units; deal with problems involving several variables within familiar context; apply principles to solve practical, everyday problems; interpret instructions in written or oral form; write routine business letters following standard procedures*; complete routine forms or records; make appointments; arrange items in numerical or alphabetical order; assess questions and provide appropriate information or referral.

(*)Developed after employment.

Minimum Qualifications
Completion of Associate Degree in business administration, management science, public administration, or a related field; or minimum of two (2) years’ experience in secretarial/ administrative professional field to include office management, public relations, budgeting, and/or supervisory principles/ techniques. Strong typing and computer skills; knowledge of Microsoft Office (Word, Excel), database capabilities, and comfort learning new technologies. Good communication skills, organizational skills, and attention to detail.

Preferred Qualifications
Physical Requirements
In accordance with the U.S. Department of Labor physical demands strength ratings, this position will perform sedentary work.

SEDENTARY: work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs may be defined as Sedentary when walking and standing are required only occasionally and all other Sedentary criteria are met.

Equipment Operated
Computer and all other standard office equipment.

Job Duties
Job Duty
Provides support of a routine and/or administrative nature for the Department of Diversity, Equity, and Inclusion (DEI) and the Institute for Teaching and Learning (ITL); relieves administrators of routine administrative duties; works independently under the general supervision of leadership, setting priorities consistent with established guidelines and within the constraints of University policies and procedures.

Maintains departmental calendars; schedules meetings, trainings, and events, including making arrangements and coordinating any preparations and notifications.

Performs other clerical duties, which may include but are not limited to the following: receives, opens, logs, and distributes incoming mail; answers phone and screens calls and refers inquiries to appropriate departments; greets and directs visitors; maintains inventory of general office supplies, keys, and equipment; places orders as necessary; prepares materials for disbursement; makes travel arrangements; maintains filing system; takes and transcribes dictation and/or minutes of meetings.


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