Administrative Assistant II

Job Title

Pay Range: $20.00hr - $25.00hr

Requirements/Must Have

• Graduation from high school or its equivalent.
• 1+ years of academic experience.
• 1+ years of administrative experience.
• 1+ years of customer service experience.
• Prior office experience required.
• Competency using a variety of office computer software.
• Requires intermediate to advanced knowledge of email calendar, word processing, and spreadsheets.

Responsibilities

• Organizes and implements administrative systems and procedures.
• Serves as principal source of information on unit, project, or program.
• Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
• Prepares and maintains financial, personnel, administrative, and student records.
• Provides for smooth day to day flow of communications within the department.
• Composes, proofreads, edits, and prepares correspondence, reports, and other materials using word processing, spreadsheets, and or databases.
• Arranges for use of facilities and plans meetings, conferences, and seminars.
• Contributes to unit goals by accomplishing clerical or administrative duties as required.
• Oversees and implements exam accommodations for qualified students with registered testing accommodations.
• Supports the day-to-day operations of the testing center including receptionist duties, communication, space assignment, exam scheduling, exam packet preparation, and ordering supplies.
• Serves visitors by greeting, welcoming, and directing them appropriately.
• Coordinates the scheduling and administration of exams given through the Testing Center, including gathering and organizing exam materials and instructions from faculty.
• Schedules with students and proctors, coordinating equipment maintenance and updates with the Assistive Technology Center.
• Reserves space and oversees communication about testing services to students and faculty.
• Understands and maintains testing policies and procedures for each test offered.
• Communicates with students and faculty to resolve scheduling conflicts.
• Provides support for Testing Center exam management system to faculty and students.
• Assigns exams to spaces for students to take exams and utilize resource allocation.
• Performs administrative duties including answering phone calls, distributing mail, organizing exam folders, and other related tasks.
• Organizes completed exams and coordinates exams pickups with faculty.
• Directly proctors exams when needed.
• Maintains office supply inventory.
• Monitors test rooms during the administration of exams.
• Clarifies accommodations questions and concerns during exams.
• Collects, checks, and counts completed exams.

Nice To Have

• Knowledge of general academic policies and procedures.
• Knowledge of basic features of computer equipment and applications.
• Knowledge of customer service techniques for public contact in person and on the telephone.
• Knowledge of basic recordkeeping and administrative procedures.
• Knowledge of documents filing systems.

Skills

• Ability to work independently with minimal supervision.
• Ability to handle complex and confidential information.
• Ability to learn general and specialized software applications.
• Ability to use office equipment.
• Exercise judgment and discretion.
• Proactive and highly organized, with a strong attention to detail.
• Excellent communication and presentation skills.
• Ability to provide clear and concise instructions.
• Ability to meet and deal with the public in a tactful and courteous manner.
• Ability to keep information confidential.
• Ability to maintain accurate records.
• Ability to count quickly and accurately.

Qualification And Education

• High School Diploma or equivalent.
• 1+ years of relevant administrative experience.

Physical Requirements

• Ability to circulate the Testing Center spaces and navigate multiple buildings across campus for prolonged periods of time.
• Ability to lift and move up to 50 lbs.
• Ability to work extended hours during busy periods.