Administrative Support Assistant III

Receptionist: Provide reception support for the Office of the Dean; greet and assist visitors to the suite, answer questions, announce arrival of visitor(s) to the appropriate administrator and their staff support, and as appropriate, offer refreshments to the visitor(s).  Receive, screen and direct incoming telephone calls and mail, and take and disseminate messages.  Manage scheduling of the Dean’s Office Conference Rooms, as well as assist with maintaining the professional appearance of both.

Secretarial Assistance: Draft correspondence for routine memos and letters and provide secretarial assistance to the Dean and Associate Dean’s within the Dean’s Office suite by assisting with various projects, i.e., disseminating general correspondence; preparing spreadsheets; gathering information; preparing agendas and pamphlets, copying documents; filing, gathering, assembling and preparing materials for meetings; scheduling committee meetings; and preparing itineraries for visiting VIPs. May be also required to deliver or pickup various documents around campus, and off campus, and cross-train with the Dean’s Executive assistant, as needed.  May attend meetings, take minutes and transcribe.  Maintain various databases; US Dean’s, local, state and federal legislative contacts, dean’s advisory board, etc.

Events: Collaborate with appropriate staff and manage various events for the Office of the Dean; such as the Dean’s Advisory Board, Lecture Series, Engineering Leadership Institute seminars, Graduate Recruiter with appropriate staff in the office, etc. Send out invitations, collect RSVP’s, secure venue, coordinate catering, or if appropriate pick up food, setup and cleanup for events.  As needed provide staff support for an event while event is taking place. 

Coordinate travel-related activities for the Dean and Associate Dean’s and visitors and/or candidates.  Using PeopleSoft prepare expense reports for reimbursement of travel related activities.  Manage inventory of office supplies using purchasing card, orders supplies and provides proper receipt of purchases to the accountant, or if appropriate requests a requisition for purchase.  Provide backup support to co-administrative staff for scheduling appointments for special projects, events, etc.

Provide oversight and maintenance of the office kitchen/copy room. Ensure copier supplies are maintained and basic housekeeping issues are addressed.

Other duties as they relate and are appropriate.

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Accomplished administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) to effectively and proactively provide the required level of professional assistance.

Proficiency in Microsoft Office including Outlook, Word, Excel, Access and PowerPoint.  Demonstrated ease with learning new programs and competence in project management skills is desired.

Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering phones, retrieving phone system messages, making calls and recording minutes. 

Interact professionally with the public in a sensitive and professional manner, screen requests and materials effectively and efficiently, and handle a variety of situations readily. 

Must have a talent for listening carefully and communicating tactfully.

Must have the ability to work independently and contribute to a team of staff.  

Must be articulate and have a good command of the English language.  

Proficient writing skills and the ability to compose correspondence, edit, and proofread.  

Must be punctual and maintain an excellent attendance record.

Must be organized with the ability to prioritize own work and proceed with minimal supervision.

Consistently demonstrate personal initiative: display interest in the overall well-being of the Dean’s Office and University goals, and take initiative to assist whenever possible in the success of the institution.

In order to be considered, applicants must upload a cover letter and resume.

If you are claiming veteran’s preference, please upload a copy of your DD-214, along with any other appropriate documentation to support your claim, with your application for consideration.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.