Administrative Assistant - Exercise and Sport Sciences

Summary

The Administrative Assistant facilitates and administers the day-to day operations of the department or of a multi-faceted, self-contained operating unit/department. Develops and manages projects to help achieve the mission and goals of the department. Serves as the primary point of contact for internal and external constituencies. Leads and guides administrative support staff, may independently administer a defined program initiative or service operation for the unit. Oversees the planning of meetings and events

This position is represented by a labor union and is subject to the terms and conditions of the Collective Bargaining Agreement upon completion of probationary period.

• Oversees and administers the day-to-day operations of the office; develops policies, procedures, and systems which ensure productive and efficient office operation;
• Provides and/or oversees support activities for the unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, reviewing and controlling incoming and outgoing correspondence, and following-up on operational commitments;
• Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes, and provides administrative support and follow-up on matters arising from meetings;
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding;
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources;
• Develops and manages projects to ensure efficient service and to achieve the mission and goals of the department;
• Serves as a primary point of contact between the office and internal/external constituencies; provides information and performs problem solving on a range of issues;
• Establishes, updates, and maintains unit’s files, inventories, and records; implements and maintains data management systems as required;
• Provides administrative assistance with student, faculty and/or staff searches, as appropriate, to include initiating posting job descriptions, logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation;
• May supervise and train student employees, volunteers, and/or interns, as appropriate;
• Maintain regular attendance;
• Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

• High School Diploma or GED; at least 2 years of experience directly related to the duties and responsibilities specified.
• Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Preferred Qualifications

• Associate’s Degree in any field.

Preferred Skills

• Ability to gather data, compile information, and prepare reports;
• Ability to coordinate and organize meetings and/or special events;
• Skill in organizing resources and establishing priorities;
• Knowledge of general accounting principles;
• Ability to communicate effectively, both orally and in writing;
• Ability to analyze and solve problems;
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;
• Records maintenance skills;
• Database management skills;
• Knowledge of office management principles and procedures;
• Demonstrated ability to maintain confidentiality;
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software;
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise;
• Ability to lead and train staff and/or students.