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Administrative Assistant III

Employer
Kentucky State University
Location
Frankfort, KY

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Institution Type
Four-Year Institution
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Job Details

TITLE: Administrative Assistant III                                                                                              

DEPARTMENT: School of Social Work and Public Administration                                         

REPORTS TO: Chair, School of Social Work

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Non-exempt                          

                             

PRINCIPAL PURPOSE OF JOB:  

Under general supervision, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and supervises lower graded staff. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

 

ESSENTIAL JOB FUNCTIONS:

Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation, monitoring electronic mail, and social media platforms, including Twitter, Facebook, Instagram, and other social media platforms as necessary.Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources, and reproduces charts, graphs, and tables.Provides extensive support and has significant Budget responsibilities covering numerous (usually twelve or more) departments.Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and transmitting incoming and outgoing correspondence, electronic mail, and completing operational commitments.
  • Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging equipment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
  • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Performs miscellaneous job-related duties as assigned.
    •  

    OTHER DUTIES: Perform other related duties as assigned.

     

    QUALIFICATIONS:

    Education/experience: Successful completion of at least 60 college-level hours is preferred; at least three (3) years’ of experience that is directly related to duties and responsibilities specified.


    KNOWLEDGE, SKILLS, and ABILITIES:    

  • Ability to create, compose, and edit written materials.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Ability to communicate effectively, both orally and in writing.
  • Database management skills.
  • Ability to use graphic design software (e.g., Adobe Illustrator, Affinity Designer, DrawPlus, etc.)
  • Records maintenance skills.
  • Demonstrated ability to maintain confidentiality.
  • Ability to make administrative/procedural decisions and judgments.
  • Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
  • Skill in the use of personal computers and related software applications.
  • Ability to train assigned staff.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of general accounting principles.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to analyze and solve problems.
  • Knowledge of computerized information systems used in financial and/or accounting applications.
    •  

    DISTINGUISHING CHARACTERISTICS:

    Position requires: a) Financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; b) frequently organizing resources and participating in planning in areas of complex projects, operations and/or events for the department; c) using independent judgment in problem solving of complex operating issues; d) serving as primary administrative and operational liaison with internal and external department/agencies; e) supervising and training support staff; and f) assisting with coordination of human resource activities.

    PHYSICAL REQUIREMENTS:

  •           Work is normally performed in a typical interior/office work environment.
    • No or very limited physical effort required.
    • No or very limited exposure to physical risk.


    • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.


    Organization

    Our Mission

    Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

    Geographic Region
    Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

    Institutional Admission Standards
    Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

    Degree Levels
    Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

    Strategic Directions/Program Priorities
    The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

    Enhancement of Instruction
    The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

    Service and Research Functions
    Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

    Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

    Kentucky State University shall focus on meeting the applied research and service needs of state government.

    Collaborative Ventures
    The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

    Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

    Efficiency and Effectiveness
    Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

    Check out Kentucky State University Youtube channel! 

    Company info
    Website
    Telephone
    502-597-6000
    Location
    400 E Main St
     Frankfort
    Kentucky
    40601
    US
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