Administrative Support Assistant II

Job description

Job Title: Administrative Support Assistant II
Job ID: 13650
Full/ Part Time: Full-Time
Job Code: 1032
Department: College of Social Sciences - Geography

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Salary Range: $2,600 - $4,458 per month
Anticipated Hiring Salary: $2,600 per month

Note: This full-time(equivalent to 40 hours per week) position is temporary and expected to end on or before one year from the date of hire. Extension of this assignment is contingent upon sufficient additional funding and satisfactory performance. Eligible for medical, dental and vision benefits plus paid vacation, sick leave, etc.


Under the general supervision of the Chairs of Africana Studies and Geography and City and Regional Planning Departments, the individual selected will perform a variety of general clerical and secretarial functions while supporting the mission of the program, college, and the university. Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.

Position Summary:

  • Serve as the office receptionist in an area with a high volume of student and faculty contact
  • Answer a multi-line telephone system and respond to telephone and in-person inquiries for the Department Office
  • Assist faculty/students as needed
  • Ensure office hours and faculty schedules are correct, updated and posted, and collect course syllabi each semester
  • Prepare and ensure the accuracy of the course schedule each semester
  • Monitor and ensure that accuracy of the Faculty Activity Detail (FAD) report
  • Monitor and ensure the accuracy of faculty assigned time
  • Assist faculty with processing internal and external grants
  • Prepare and process travel applications/claims for faculty and department chairs
  • Type office correspondence, as well as faculty course materials as needed
  • Receive, screen, and distribute mail
  • Collect and file student data, and update student records on a computer data system, setting up folders and files in shared drive
  • Assist in the student evaluation process (IDEA)
  • Room reservations (25 Live and direct room reservations forFree Speech, USU, and conference rooms)
  • Order and maintain an inventory of office supplies
  • Prepare various forms for processing (Direct Pays, Purchase Requisition, Plant Op work orders, Key Requests, and Payment Authorizations) as needed
  • Establish and maintain working relationships with others within and outside of the university
  • Supervise and delegate duties, projects, and corresponding deadlines to student assistants
  • Perform other related clerical duties as assigned

    Knowledge, Skills, and Abilities:

  • Proficient in using office email, software packages (e.g., Microsoft Word, PowerPoint, Excel), and on-line systems
  • Thorough knowledge of office methods, practices, and procedures
  • Demonstrated knowledge of correct English grammar, spelling, and punctuation
  • Strong interpersonal and communication skills
  • Ability to:
    o Use standard office equipment
    o Identify and solve standard problems and refer more complex problems to appropriate staff
    o Perform basic mathematical functions
  • A history of regular attendance and positive performance evaluations

    Education and Experience:

  • High school diploma or equivalent
  • Two years of recent progressively responsible clerical experience with a wide variety of duties and responsibilities, including self-directed responsibilities

    Preferred Skills:

  • Experience with campus PeopleSoft Financials/HR/Student Administration programs or comparable
  • Experience in a university and/or educational environment, working in an administrative support position
  • Knowledge of department's curriculum and general University organization sufficient to respond to student needs
  • General knowledge of academic administrative practices and procedures
  • Ability to communicate effectively with an ethnically and culturally diverse campus community

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    Job No:
    Posted: 1/3/2019
    Application Due: 1/21/2019
    Work Type: