| Position Summary | The Administrative Assistant 3, Distance Education reports directly to the Executive Director, Distance Education and plays a crucial role in supporting the efficient functioning of departmental administrative processes. This position involves a diverse range of responsibilities including but not limited to managing office logistics, coordinating meetings and events, handling communications, monitoring departmental budget, compiling reports, and providing overall administrative support to the Distance Education department. |
| Primary Duties and Responsibilities | - Maintains records related to the department budget, contracts, and administrative processes to ensure accuracy and compliance.
- Conducts and compiles analyses and budget reports on department funds and purchasing
- Researches, clarifies, and interprets university fiscal and administrative procedures, regulations, and policies to ensure compliance.
- Coordinates daily office support activities including inventory management, scheduling, file maintenance, and assisting staff with clerical duties as needed.
- Develops procedures of complex functions to ensure department operations are efficient and effective.
- Coordinates travel, meeting, and special event arrangements.
- Makes recommendations for process improvements, administrative changes, or new initiatives
- Maintains accurate and up-to-date records and databases, assisting in data entry, retrieval, and report generation.
- Serves as an information resource for the department to ensure the adherence to university policies and procedures.
- Demonstrates an attitude and behavior that reflects the values and mission of the University, and maintains a good understanding of the value of customer service and stewardship to all constituencies.
- Performs other duties as assigned.
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| Knowledge, Skills, and Abilities | - Ability to effectively organize and manage a broad variety of tasks and shifting priorities in a changing environment with a high level of discretion and independent judgment and initiative.
- Ability to multitask and work cooperatively with others.
- Ability to interact in a professional and effective manner with diverse populations, the University community, and the public.
- Ability to demonstrate strong interpersonal, verbal and written communication skills including excellent spelling, grammar and proofreading skills.
- Ability to serve as an information resource for the department to ensure adherence to university policies and procedures.
- Ability to oversee records management and make recommendations for the development of process improvement or administrative changes.
- Ability to maintain confidentiality of sensitive electronic files, paper files, and financial data.
- Ability to work independently and be self-motivated while still being able to accept supervision and work well in a team environment.
- Ability to perform basic accounting/budgeting procedures and review a variety of documents with impeccable attention to detail.
- Ability to efficiently operate office equipment such as a personal computer, fax and copy machine.
- Proficient to advanced user of Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
- Ability to use a variety of software platforms to access, retrieve, and compile data.
- Ability to gain new skills as may be required by such things as changing technology.
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| Physical Requirements | - Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
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| Required Minimum Qualifications | - High school graduate or equivalent.
- A minimum of two (2) years of previous office work experience.
- Microsoft Office experience.
- Excellent organizational skills.
- A background and credit history check will be required of the successful applicant.
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