JOB TITLE : Administrative Assistant
DIRECT REPORT: Biology Department Chair
OBJECTIVE : Under direction of the Biology Department Chair, the Administrative Assistant is responsible to provide administrative support, budgetary detail, and maintain confidentiality.
ESSENTIAL JOB FUNCTIONS:
· Provide communication services; receive, screen and route telephone calls; take, retrieve, and relay messages as needed; schedule and arrange appointments, conferences, meetings, and other events.
· Perform a range of bookkeeping duties; create purchase requisitions, prepare budgetary data, process and update accounts with income and expenditures, monitor budgets, and assist in assuring expenditures do not exceed allocated budgets
· Communicate with visitors, administrators, faculty, staff, students, and the public; provide assistance or direction to staff; respond to inquiries and provide assistance related to program or department operations, services, activities, standards, processes, timelines, policies and procedures
· Maintain employee records, prepare departmental newsletters, provide day-of-event support during symposiums and workshops, organize reports and fill out forms, compile materials for grant, contract, and budgets
· Keep complex-calendars; attend faculty meetings, oversee special projects, distribute departmental mails as required, contact others to request documents as needed, prepare outgoing mails and materials for distribution
· Monitor inventory levels of office supplies; order, receive and maintain appropriate levels of inventory, and process requests according to established procedures
Requirements
Minimum Qualifications
Bachelor’s degree
Must have at least 2 years of experience in an Administrative position
Experience in higher education and financial management preferred
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
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