Administrative Assistant III

Job description

TITLE: Administrative Assistant III                                                                                                          

DEPARTMENT: School of Science, Technology, Engineering and Mathematics                     

REPORTS TO: Chair of School Science, Technology, Engineering and Mathematics          

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS:  Full-time       

EMPLOYMENT CLASSIFICATION: Non-exempt                                                  

                             

PRINCIPAL PURPOSE OF JOB:  

Under the direction of the Chair of School of Science, Technology, Engineering, and Mathematics perform a variety of office support and secretarial duties which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.  Performs data entry and maintains files, database, and record retention.  Creates correspondences, relays, and resolves routine telephone and/or walk-up inquires, scheduling, calendar items, and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records.   Edits and proofreads documents to ensure accuracy.  May perform duties involving simple mathematical calculations.

DUTIES AND RESPONSIBILITIES:

Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.Daily interactions with KSU students, employees, alumni, and employers.Maintains the front office operations (telephone calls, voicemails, emails, and mail)Creates and distributes correspondence, reports, and other documents.Assists with creating and maintaining frequent publications for the community and partners.Performs data entry and maintains files, database, and record retentionSchedule appointments and department activities/eventsAssists with the planning and preparation of the School of Science, Technology, Engineering and Mathematics, activities (seminar and career fairs)Creates and processes requisitions, travel arrangements, EPAFs, budget transfers, and check requests for staff, faculty, guests, and studentsInstructs and provides direction to student employeesPerforms other duties as assigned.OTHER DUTIES:  Perform other duties as assigned.

 

QUALIFICATIONS:

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

 

 

KNOWLEDGE, SKILLS, and ABILITIES:

Organizing and coordinating skills.

Ability to create, compose, and edit written materials.

Knowledge of supplies, equipment, and/or services ordering and inventory control.

Word processing and/or data entry.

Ability to maintain the confidentiality of records and information.

Ability to communicate effectively, both orally and in writing.

Ability to maintain calendars and schedule appointments.

Records maintenance skills.

Ability to understand and follow specific instructions and procedures.

Ability to perform simple accounting procedures.

Skill in the use of operating basic office equipment.

Receptionist skills.

 

SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility. 

 

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.

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