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Title

Administrative Assistant

Department

Academic Affairs

Status

Full-Time / Non-Exempt

Position Description

Position Summary:
The Administrative Assistant provides direct support to the Senior Vice President for Academic Affairs (SVPAA).  This position is a front-line customer service oriented job in addition to the daily management of the office.  Minimum of three to five years of related experience with proven administrative skills; ability to manage multiple issues with a capacity to prioritize responsibilities and manage to deadlines; able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Word, Excel, PowerPoint, SharePoint, Access, and Outlook necessary.  Proactive and independent approach to work; team player with a strong sense of ownership needed.  Demonstrated ability to focus on details with accuracy. Sense of humor a plus.

 

Requirements

Description of Essential Job Duties:
  • Handles confidential information and uses the highest discretion regarding sensitive matters;
  • Maintains SVPAA calendar;
  • Maintains records and files of all faculty and follows up on missing items required by SACS;
  • Creates/prepares correspondence, reports, graphs, spreadsheets and database in MS Office: Word, Excel, PowerPoint, SharePoint, Access and Outlook;
  • Organizes and prepares for meetings and events hosted by the Office of Academic Affairs;
  • Assists students and faculty who contact the office for information;
  • Ability to work with little supervision;
  • Receives and reviews for accuracy routine paperwork for SVPAA approval and routes to appropriate offices.
  • Verifies payroll requests for faculty and reviews for accuracy;
  • Verifies that funds are available in departmental budgets prior to processing payments;
  • Maintains electronic files;
  • Answer phones;
  • Sort and distribute mail;
  • Makes travel arrangements as needed for conferences and meetings;
  • Coordinate the administration of annual faculty evaluations (SIRS II);
  • Represent the Office of Academic Affairs in a professional manner to all constituencies

 

 
 
Work Conditions:
  • Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings;
  • Standard work hours 8:30 AM to 5pm, Monday – Friday;
  • Some nights and weekends may be required;
  • Incumbent will be exposed to frequent noise caused by telephones and office machines.
 
Physical Requirements:
  • Must be able to lift and carry equipment and supplies weighing up to 40 pounds;
  • Must be able to bend, stoop and reach;
  • Must be able to sit or stand for extended periods of time;
  • Manual dexterity to efficiently operate a computer keyboard and other business machines;
  • Near vision sufficient to read written communications and computer display screens;
  • Adequate hearing to communicate effectively in person and by phone.
 

Qualifications

Special Skills:
 
  • Excellent writing skills;
  • Excellent critical thinking skills;
  • Ability to use discretionary judgment;
  • Excellent oral communication skills;
  • Excellent computer skills, with proficiency in MS Office Suite, Access, and SharePoint;
  • Excellent problem-solving abilities;
  • Excellent time management skills;
  • Clear, correct and effective communication using the English language;
  • The ability to respond in a timely and welcoming manner.
 
 
 
 
 
Prerequisites Required for Position:
  • Minimum Education Requirement:
  • High School diploma; college preferred
  • Minimum Work Experience:
  • Three to five years’ experience as an administrative assistant at the executive level preferred
  • Preferred Qualifications:

 

To Apply

​Interested applicants please send completed Administrative & Staff Employment Application, professional resume and letter of interest by email to:

Nancy Srock nsrock@ju.edu.

For application: http://ow.ly/i2whH 

 

 

 

 

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Attachments

Created at 8/14/2013 2:16 PM by Moneypenny, Celeste
Last modified at 8/22/2013 11:44 AM by Moneypenny, Celeste