Administrative Assistant

Job Summary

The Administrative Assistant performs a variety of secretarial and administrative work for the department requiring initiative and independent judgment. The incumbent works independently under general direction, handles problems and non-routine situations and interpret guidelines and University and department procedures. Performs some or all of the duties listed below, as assigned.

  • Performs a variety of administrative and/or secretarial support activities such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources.
  • Assigns work to office staff and monitors its production.
  • Prepares or directs preparation of minutes, notices, manuals, agendas, decrees and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
  • Researches, summarizes and analyses information; compiles data to prepare special and recurring reports containing specialized information; selects relevant information from a variety of sources.
  • Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
  • Types or word processes correspondence, reports or other documents from rough draft, corrects grammar, spelling and punctuation errors; edits wording without changing intended message.
  • Corresponds with University and department staff answering queries and providing assistance to enhance customer service and unit workflow. Develops and maintains processes and procedures for handling customer matters.
  • Takes minutes at meetings.
  • Develops presentations for meetings.
  • Schedule meetings.
  • May handle petty cash and other financial transactions.
  • May assist the design, writing and editing of various documents and publications.
  • May administer and provide training on databases or systems which support the unit.
  • Other duties as assigned by immediate supervisor

Requirements

Minimum Qualification

  • Microsoft Office Suite
  • Interpersonal and communication skills
  • Knowledge of one foreign language preferably English
  • Baccalaureate Degree / Higher Diploma
  • 6 – 10 years relevant experience
  • Knowledge of basic accounting

Preferred Qualification

  • Receiving and directing visitors
  • Extensive software skills are required, as well as Internet research abilities and strong communication skills
  • Disseminating information

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