A Bachelor’s Degree from accredited four college institutions preferred or an Associate’s Degree from an accredited community or technical college with 1 year administrative or secretarial experience.
Purpose of Job
The Administrative Assistant will manage office operations and perform clerical tasks in support of the Associate Director for Extension. The Administrative Assistant will work under direct supervision of the Associate Director for Extension.
Scope of Responsibilities
The Administrative Assistant is a member of the support staff unit of the Alcorn State University Extension Program. The scope of the responsibility include: to provide overall clerical support; to offer suggestions and lend support in areas of expertise in maintaining optimum results; to attend and participate in professional development training and workshops; to attend staff conferences as requested and assist with special work projects.
•A.A Degree in secretarial science, business administration or office administration is required.
•B.S Degree in Secretarial science, business administration or office administration preferred.
•Five years of secretarial experience required; employer will consider applicant with any combination of education, training, and/or experience equivalent to completion of a B.S. Degree in Secretarial science, business administration, or closely related to field of study.
Essential Job Functions
•Facilitate and ensure a continuity of workflow through the office of the Associate Director for Extension.
•Handle and respond to administrative matters assigned by the Associate Director for Extension.
•Maintain a varied administrative records for the preparation and typing of complex, technical, and confidential matters.
•Assemble and obtain proper signatures on all outgoing correspondence from the Associate Director; check to be certain of all enclosures, attachments, and noted photocopies.
•Provide information pertaining to organizational procedure and policies to all personnel working with the Extension Program as directed by the Associate Director.
•Compose and distribute inter-office memorandums and reports to ASU Extension Program staff members.
•Maintain accurate, up-to-date mailing list of all ASU Extension Program staff members, organizations, government officials, and individuals working or affiliated with the Extension Program.
•Operate the various office machines and equipment to include computers, electric typewriters, electronic mail systems, printers, copiers, calculators, etc., as deemed necessary.
•Handle schedules of meeting facilities at the Extension/Research Complex.
•Manage schedules and travels for the Associate Director.
•Respond to email messages as assigned by the Associate Director for Extension.
•Advise staff of important office matters, calling attention to significant items in reports, files and correspondences.
•Perform necessary research for materials relevant to administrative matters to ensure priorities and obligations are met.
Knowledge Skills and Abilities
The applicant must: be dependable; be able to work without supervisor’s constant oversight; must have excellent interpersonal customer relations skills; possess excellent communication , organizational skills, and time management skills; computer skills( including data management) the ability to complete projects by deadline; proficient with Microsoft Office products, email and internet; highly organized, detail oriented; successful experience working in a team environment; ability to manage multiple priorities, objectives, and deadlines simultaneously in a fast-paced environment.