Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as office manager for the Department of Marine and Environmental Science. This position is responsible for providing intermediate to advanced administrative and technical support. The Administrative Assistant must be proficient across all aspects of the work, and may function in a "lead" role with regard to ongoing work or special project/team oriented assignments. The assistant will also be responsible for maintaining the departmental and faculty federal grant budgets and activities.

Examples of duties include:

• Operates a computer to view, enter, edit, format, revise, print, process and distribute information; plans, creates and produces a variety of written materials such as forms, correspondence, manuals, contracts, agreements, lists, charts, reports, records, schedules, templates, and other documents of similar complexity.
• Coordinates and assists with the management of the departmental and faculty's federal grants. Submits on-line requisitions, and follows on all requisitions, purchase orders, and accounts payable transactions.
• Develops, updates, and retrieves data and paperwork. Establishes, maintains, and updates files, records, accounts and other information as needed to support and document functional operations and activities.
• Logs information into manual or automated systems; track and monitors progress or requests, actions, files, documents, programs, etc.; sets up and maintains follow-up files.
• Plans, arranges, and coordinates specific meetings, occasions, operations, meetings, presentations, conferences or other group events; anticipates needs, puts together the necessary components, combines various elements and ensures readiness in advance of the activity.
• Performs general office/secretarial tasks such as monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-department correspondence, photocopying/faxing correspondence and reports; attend meetings and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors and making travel arrangements; follow up on all building maintenance needs.

Typical qualifications include:

• Must possess good interpersonal skills and strong customer service orientation, with the demonstrated ability to respond to inquiries and effectively obtain and disseminate information.
• Strong organizational skills with the ability to manage multiple and competing priorities within specific deadlines.
• Working knowledge of standard office practices and procedures.
• Must possess strong verbal and written communication skills, with the ability to work effectively with a diverse campus community, while exercising diplomacy, tact, and confidentiality in all interactions.
• Strong administrative skills with the ability to edit and draft documents, track data with careful attention to detail and accuracy.
• Strong planning skills, with the ability to coordinate travel and arrange event logistics.
• Proficiency in a variety of PC and Mac software applications to include MS Office (specifically, Outlook, Word, Excel and PowerPoint), and working knowledge with web-based applications and databases.
• Proficiency with BANNER is preferred, but not required.
• Commitment to teamwork and accountability, with the ability to work independently and exercise sound judgment, taking an appropriate level of initiative.

Education: High school diploma or equivalent; some college preferred.

• Substantive administrative experience in a customer service focused position
• Experience working with diverse populations in a professional office environment
• Experience working in an academic setting
• Requires walking and occasional lifting of objects up to 25 lbs.