Administrative Assistant

Job Title

Coordinate interactions between the School of Education and students, faculty and visitors. Is responsible for the overall management of the School of Education office under the close supervision of the Dean of the School of Education. The position provides support to the Department of Education and the Department of Kinesiology and individuals that operate under the direction of the Dean of the School of Education.

Essential Duties and Responsibilities

Essential Duties and Responsibilities include the following. The Dean of the School of Education may assign other duties to support the operations of the school.

1. Greet visitors, answer telephone, and provide appropriate and accurate information
2. Prepare general correspondences, memorandums, reports, schedules, purchase requisitions and other materials from rough draft, copy, marginal notes or verbal instruction in a timely fashion
3. Answer correspondence as directed by Dean and/or faculty members
4. Schedule appointments, conferences, and meetings for Dean and/or faculty members
5. Check and review a variety of School of Education data for accuracy, completeness and conformity to established standards and procedures
6. Maintain records and generate appropriate reports
7. Make arithmetical calculations; requisition supplies and materials for office and office equipment
8. Maintain financial transactions of School of Education budgets in a timely fashion
9. Retrieve, route, sort, and process mail
10. Perform multi-pragmatic tasks successfully
11. Maintain filing system as required by the Dean and faculty members
12. Operate standard office equipment including telephones, word-processing, copiers, laminators, etc.
13. Maintain confidential information regarding employees and students
14. Attend in-service training to improve skills and knowledge of office equipment and work
15. Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
16. Comply with and support School and University regulations and policies
17. Perform related tasks as assigned by the Dean in accordance with the school/policies and practices
18. Coordinate communication between MEd in Sport and Wellness Leadership (SWELL) applicants and the program director

Supervisory Responsibilities

This position has no supervisory responsibility for full-time employees, but may directly supervise one or two student workers. In that capacity, the Administrative Assistant carries out supervisory responsibilities in accordance with the university's policies and applicable laws. These responsibilities might include interviewing, hiring, and training student workers; planning, assigning, and directing their work; appraising performance; rewarding and disciplining student workers; addressing complaints and resolving problems.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

1. Modeling Christian Faith Must be committed to modeling the Christian faith; displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others; is committed to continuing to model Christian faith in a manner consistent with the University's mission Statement and core values
2. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; effective at problem solving as part of a group; uses reason even when dealing with emotional topics
3. Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to build knowledge and skills continuously; shares expertise with others
4. Customer Service Manages difficult or emotional situations effectively; solicits feedback to improve service; responds to requests for service and assistance promptly and effectively; meets the commitments they make to others
5. Interpersonal Skills - Focuses on solving conflict without blaming others; consistently maintains confidentiality; listens to others without interrupting them; keeps his or her emotions under control; remains open to others' ideas and tries new things
6. Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance effectively; prepares and supports those affected by change; monitors transition and evaluates results
7. Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
8. University Support - Follows policies and procedures consistently; completes administrative tasks correctly and on time; supports the University's Mission Statement and Core Values; benefits the University through external community and professional activities; supports affirmative action and respects diversity
9. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions
10. Dependability - Follows instructions; responds effectively to his or her supervisor's direction; takes responsibility for his or her own actions and keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan

Qualifications

To perform this job successfully, an individual must be able to perform each of the Essential Duties and Responsibilities listed above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education and/or Experience - Associate's degree (A.A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience
2. Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English; ability to write routine reports and correspondence; ability to speak effectively before groups of students, employees of the University and the public
3. Math Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area; ability to apply concepts of basic algebra
4. Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form in English
5. Computer Skills - To perform this job successfully, an individual should have excellent working knowledge of commonly used Internet browsers; Microsoft Excel, Microsoft Word, and Microsoft Outlook email software
6. Other Qualifications No travel away from home is required. Must be able to work in the evenings a few times per semester
7. Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds when picking up the mail from the university mail room. Specific vision abilities required by this job include close vision and ability to adjust focus.
8. Work Environment- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to the normal risks of electrical shock associated with plugging in or unplugging an electrical item. The employee must also be able to work around airborne particles and chemicals typically used to clean and maintain the buildings and grounds of the University. The noise level in the work environment is usually moderate.