Admin Assistant I

Opportunity at a Glance
The Administrative Assistant I performs a variety of highly responsible complex and advanced secretarial/clerical and administrative duties. Duties are varied and are carried out with a high degree of confidentiality discretion and independent judgment. The Administrative Assistant I is hired in a pool of support staff and is responsible for supporting multiple areas within the Department of RUSM on a rotation basis or as required.

Responsibilities

• Answers telephone takes messages and answers inquiries within assigned scope of responsibility to colleagues and students.

• Compose and transcribe letters reports agenda notices memorandum minutes and other complex documents and perform other clerical administrative support duties as directed from time to time. Maintain confidentiality.

• Performs record keeping (confidential and nonconfidential) and general program specific clerical functions (e.g. scheduling copying faxing etc.) for the purpose of supporting assigned Department with necessary materials.

• Updates and maintain the departments filing system tracking of information maintaining logs/spreadsheet and other similar administrative support

• Maintain department inventory of office supplies and preparation of Material Requisitions and processing through Lawson with accuracy

• Provide technical support (retrieving lost data and formatting PowerPoint and other MS Office presentations)

• Prepare Work Requests for office maintenance and other departments needs.

• Answer students and colleagues queries and work with them in resolving issues.

• Assist with all incoming and outgoing correspondence.

• Assist and arrange the coordination of departmental activities including departmental meetings retreats and other meetings as required.

• Complete and submit departmental forms for travel reimbursements through expense wire or other RUSM software.

• Schedules appointments and maintain calendar if necessary

• Perform responsibilities in a manner that clearly shows effective communication and cooperation and that promotes open exchange of information respect high ethical standards and professionalism

• Assist with managing schedules and coordinating appointments conference and travel arrangements.

• Communicates in a positive and effective manner with colleagues students and/or visitors

• Provide administrative support to a Campus Committee as assigned.

• Provide administrative support to various departments from time to time

• Perform any other duties assigned commensurate with the position.

• Performs other duties as assigned

• Complies with all policies and standards

Qualifications :

• Requires a Secretarial Diploma Required or Associates Degree in Business Administration Required or related field Required
• Administrative/executive secretarial experience in a fast paced office environment Preferred or an equivalent combination of training and experience. Required
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality
• Ability to be flexible and adaptable in a variety of situations
• Demonstrate customer service and interpersonal skills ability to handle several tasks concurrently ability to work with and support various staff members ability to maintain a pleasant demeanor and attitude at all times with all internal and external parties and ability to remain professional at all times.
• Ability to: Plan organize and implement routine and special project. Be able to work and act in a professional manner and exercise independent judgment in the resolution of administrative problems. Must be able to work independently in a fastpaced environment. Attention to detail is a must.
• Knowledge and proficiency in the use of technology (i.e. computers word processing database spreadsheet programs and power point)
• Accomplish work responsibilities with minimum supervision
• Problem Solving Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
• Project Management Develops project plans; Coordinates projects.
• Interpersonal Maintains confidentiality.
• Communication communicates clearly and informatively in positive or negative situations. Edits work for spelling and grammar; Varies writing style to meet needs.
• Quality Management Demonstrates accuracy and thoroughness.
• Ethics Works with integrity and ethically.
• Confidentiality Able to maintain confidentiality
• Has knowledge of commonlyused concepts practices and procedures within the field of business administration.
• Word Processing software; Spreadsheet software and Internet software.

Additional Information :

Equal Opportunity Minority / Female / Disability / V / Gender Identity / Sexual Orientation

Remote Work :

No

Employment Type :

Fulltime