Administrative Assistant 4

Administrative Assistant 4

The Administrative Assistant 4 position in located in the Undergraduate Engineering Office (UEO) and coordinates and oversees a broad range of administrative processes and activities supporting education, research, and/or operational functions. Provides general office and receptionist support, including greeting visitors, answering and directing email and telephone inquiries, receiving and distributing mail and deliveries, and responding to routine requests. Completes purchases, processes reimbursements and payments, and manages and maintains databases, budgets, HR-related activities, spreadsheets, records, and reports; coordinates communications, including website content and design; and manages supervisor and/or department calendars, meetings, and special events. Plans, organizes, and coordinates departmental events, meetings, programs, and special initiatives, including logistics, scheduling, communications, materials, and follow-up activities. Prioritizes, directs, and responds to administrative and business matters, identifying and escalating critical issues, deadlines, and upcoming events to the appropriate supervisor.

Specific Responsibilities:

• Administration: Provides excellent customer service, by email, over the phone and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing forms, and provides referrals to appropriate staff members in the Undergraduate Engineering Office.
• Documents & Databases Based on analysis, research, &/or knowledge of subject matter, prepares & compiles correspondence, reports, etc. Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Accounting Completes & maintains transactions in enterprise systems. Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders. Processes accounting transfers, appropriation & funding changes, deposits, & payroll. Completes journal entries. Creates & monitors budget statements. Verifies that charges are accurate & posted to the appropriate account. Reconciles accounts. Resolves discrepancies &/or outstanding encumbrances. Assists in balancing accounts at close of fiscal year. Administer budgets &/or accounting balances for multiple awards.
• Human Resources Coordinates administration of all HR actions from hiring to termination (student workers and award payments).
• Coordination Coordinates large scale &/or complex events (Hodge Excel Scholars, Order of the Engineer, Wildcat Day, Afternoon at McCormick). Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed. Sets-up & cancels meetings based on knowledge of subject & attendees. Manages supervisor's &/or dept calendar
• Student Services Refers students to appropriate resources. Recommends & implements administrative & procedural changes.
• Miscellaneous Performs other duties as assigned.

Minimum Qualifications: A high school diploma or equivalent required. 1 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.) Knowledge of word processing, spreadsheet, email, and database software programs is required. Excellent customer service and interpersonal skills Excellent communication skills; demonstrated effective spoken and written communication. Highly proficient with Microsoft Office suite and overall computer/technical aptitude. Strong organizational skills and attention to detail. Efficient and resourceful in problem-solving. Strong ability to prioritize tasks. Effective time management skills Ability to receive and benefit from feedback; willingness to expand skill set and improve.

Preferred Qualifications: Bachelor's degree One year of experience

Preferred Competencies: (Skills, knowledge, and abilities) Familiarity with financial reporting. Ability to build collaboration by encouraging trust, mutual respect, and a sense of shared purpose. Demonstrated ability to take ownership of the work, possessing initiative, and good follow-through