Senior Secretary of Chemistry & Mathematics

Administrative Assistant

Under direct supervision provides secretarial assistance to an administrative unit or to the chairperson of an academic unit with seven or more professional employees.

Examples of Duties

Essential duties and responsibilities include:

• Reporting to the unit head or department chairperson or to some other supervisor, and may supervise all other student assistants assigned to the unit or department office.
• Taking dictation and typing correspondence, memoranda, reports, instruction sheets, forms, file cards, statistical data or any other material that is relevant to the work of the administrative unit or program to which assigned.
• Proofreading all materials typed to ensure their accuracy.
• Compiling factual information from files, records, publications and other sources, and tabulating this information in accordance with standardized report forms.
• Receiving, opening, sorting and distributing mail as directed, and assembling related material for use by the supervisor in answering mail.
• Maintaining accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments.
• Establishing and maintaining accurate and current files of letters, reports, records, and other documentary material, and ensuring that information in these files is kept confidential.
• Rendering some limited kinds of administrative assistance as directed by the immediate supervisor and in accordance with specific written or oral instructions.
• Receiving and placing telephone calls, scheduling appointments and meetings, making reservations, greeting visitors and callers, recording messages, and performing the functions of an office receptionist.
• Preparing requests for office supplies when needed, and receiving such supplies.
• Performing general office management duties, and recommending methods for improving office procedures.
• Performing any other duties that may be assigned by the immediate supervisor.

Typical Qualifications

Minimum position requirements (including certifications, licenses, etc.) include:

• Associate degree.
• Two (2) years of administrative or clerical experience.

Supplemental Information

Knowledge, skills and abilities include:

• Considerable knowledge of office management practices and procedures.
• Considerable knowledge of business English, spelling and commercial mathematics.
• Ability to compose and prepare accurate reports, records and correspondence.
• Ability to prepare and maintain complex clerical files including statistical reports and materials.
• Ability to deal effectively with the public in giving and obtaining information, referring callers and arranging appointments.
• Ability to take dictation and to operate a word processor at a corrected rate of fifty words per minute.

Benefits

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.

Alabama A&M University