Administrative Assistant I

Classification Title:

Administrative Assistant I

Classification Minimum Requirements:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description:

Front desk/reception duties, including: answering the phones, greeting students,

faculty, and visitors to ISE. When the mail is delivered every day, this position distributes

the mail to the appropriate mailboxes. This position is also responsible for assisting faculty

and staff sending and receiving packages via USPS, FedEx, and UPS, which includes

opening the delivered packages, alerting appropriate parties, and scanning packing lists

for the fiscal team. The Administrative Support Assistant monitors allocation of keys and

after-hours access for faculty, staff and ISE student assistants including logging keys

issued and returned. This position will assist with ordering office supplies, including items

for faculty and staff (not stored in main office). This position assists in managing calendars

for conference and seminar rooms that are allocated to ISE. At the end of the day this

position is responsible for the tidiness of the main office, main conference room, mail

room, and break room as well as closing the main office, making sure all doors are locked

and secured and all lights are off. This position maintains and updates the faculty and staff

directory. This position submits facilities work order requests.

General administrative duties, including: will support the Chair’s Administrative

Assistant (CAA) and serve as backup to CAA in scheduling meetings on ISE Chair’s

calendar. The incumbent will assist with obtaining signatures on yearly faculty evaluations

and on other documents. This position will assist faculty with tasks such as making

photocopies, stapling documents, pocket folder creation, and shredding. This position will

also print exams, posters (using large format plotter) and other needed items for faculty,

staff, and students. The Administrative Assistant must maintain confidential and sensitive

information in written and verbal communications, including adhering to FERPA and

standards of professional practice. This position assists with planning department events,

including booking rooms, finding, and contacting food vendors, obtaining needed

materials, setting up and breaking-down events. This position will assist with seminar and

guest speakers in arranging itinerary, travel lodging, and dinner reservations.

General fiscal duties: Assist with travel processing and procurement for departmental

student activities, such as Senior Design travel and ISE Student Organization procurement needs as well as assist with processing faculty employee reimbursements, as well as other fiscal assistance as requested by the Director of Administrative Services.

Academic Advising Assistance: Support documentation, online organization, and

communication for undergraduate academic advising.

Perform other duties as assigned by supervisor.

Expected Salary:

$20.00-$21.00; commensurate with education and experience

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred:

• Ability to consistently interact in cordial and professional manner with faculty, staff,

students, and guests.

• Ability to function under stressful circumstances and determine priorities to meet

required deadlines.

• Excellent customer service skills.
• Ability to exercise and maintain confidential or sensitive information.
• Excellent computer skills, and experience with Microsoft Office.
• Willingness to learn and be flexible.

Special Instructions to Applicants:

In order to be considered for this position, you must upload a cover letter and resume with application.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required:

No