Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.



Specific Responsibilities:

Documents & Databases

Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Website

Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Accounting

Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Prepares forms.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Human Resources

Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Coordinations

Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Prepares annual event, conference and/or meeting budget.
Verifies invoices and expense reports; and/or reconciles to budget.
Contacts

Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Student Services

Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision

Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Performs other duties as assigned.


Minimum Qualifications: (Education, experience, and any other certifications or clearances)

A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.


Minimum Competencies: (Skills, knowledge, and abilities.)

Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.