Administrative Assistant II (Feb. 2019)

Location:
Lexington, VA
Open Date:
Feb 15, 2019
Description:

The Administrative Assistant II provides administrative support to facilitate the work of the Dean of the College Office. In addition to maintaining the business affairs of the office, the administrative assistant manages the day-to-day flow of the office.

STATUS: Full-Time, 12 Month, With Benefits
WORK HOURS: 8:30-4:30 Monday -Friday with some evening and weekend work required.
FLSA: Non-Exempt
MINIMUM PAY: $18.11 / hour

Essential and Related Functions:

• First point of contact for the Dean of the College Office, ensuring a welcoming experience. Provides accurate and timely verbal and/or written responses to inquiries from students, parents, faculty, the public, W&L employees, vendors, etc., regarding a variety of questions. Answers telephone & responds to emails, greets visitors, distributes mail, complies with requests for information, forms, etc. Researches background information to assist deans in answering questions or concerns.
• Maintains calendar for Dean of the College, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed and manages all receipt and business office travel documents.
• Oversees event planning for Dean of the College activities including outreach and annual celebratory and holiday events.
• Develops and coordinates office processes and maintenance. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Orders and manages office supplies. Administers key requests and maintains spreadsheet of offices assignments for all College staff, faculty, and visiting scholars.
• Edits, types, assembles, photocopies and distributes office-related work from typed and handwritten drafts. Assists executive assistants and associate deans with word processing, e-mail and other questions and problems.
• Completes forms and documents. Prepares reports, mailings, etc. (includes using word processing, collecting data from in-house program, email etc.) modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. Performs calculations and computations including basic statistical and/or data analysis and account reconciliation. Reviews reports of budgets and compares to standards; identifies and documents variances.
• Coordinates travel and hotel arrangements for dean, visitors, and academic searches.
• Maintains internal and external marketing and communication initiatives for the Dean of the College in collaboration with the Office of Communications.
• Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Orders and manages office supplies. Administers key requests and maintains spreadsheet of offices assignments for all College staff, faculty, and visiting scholars.
• Assists with the preparation of tenure and promotion files, search and recruitment tracking, and offer letters.
• Completes forms and documents. Prepares reports, mailings, etc. (includes using word processing, collecting data from in-house program, email etc.) modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. Performs calculations and computations including basic statistical and/or data analysis and account reconciliation. Reviews reports of budgets and compares to standards; identifies and documents variances.
• Schedules routine department head and faculty meetings. Attends those meetings and takes minutes.
• Additional related duties as assigned.

Required Competencies:

• Plan and Coordinate - Realistically estimates the time required to accomplish tasks and keeps others informed of potential problems/delays. Takes appropriate steps to ensure that the University resources (e.g., workspace, equipment, tools, etc.) are in good working order. Skilled in asking questions to identify issues and solve work problems.
• Technical Skills - Demonstrates a higher level of knowledge and understanding of a technical or specialty area and is able to apply it in daily work. Able to identify problems as they occur and takes appropriate steps to promptly solve or communicate them to supervisors. Consistently and carefully checks details of tasks and assignments to ensure quality and accuracy before routine reviews by supervisors.
• Results Focused - Displays a level of comfort in exploring different work approaches, rather than the routine. Responds to requests in a timely fashion and keeps track of own progress towards goals and deadlines. Takes initiative to independently find solutions or improve approach when issues/problems are repeatedly encountered.
• Communication and Relations - Able to clearly and concisely explain University policies and procedures to others. Able to write correspondences and summarize ideas or facts with few or no errors (within role requirements). Skilled at diffusing difficult situations independently and recognizes when issues/requests require special attention (e.g., confidentiality, supervisor review, etc.). Consistently acts on requests and suggestions in a positive and unbiased way.
• Teamwork - Willingly shares information, materials and responsibility to contribute to and achieve work objectives. Seeks input of other work group members and encourages their participation and involvement. Makes an effort to help and actively support work group members in their tasks/assignments.

Qualifications:

Minimum Qualifications:

High school diploma plus three years of administrative support experience preferred, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. The applicant must be proficient in word processing, and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, and how to maneuver the internet. The applicant must have excellent proofreading, grammar and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle highly confidential and sensitive information required. The ability to work with frequent interruptions and manage multiple projects, priorities and deadlines. Previous experience in an academic setting preferred.

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Working Conditions:

The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Types of Work:

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Application Instructions:

Submit online application, cover letter, and resume.