Admin Assistant 1
Admin Assistant 1
The Administrative Assistant I (AA) performs all the clerical activities of the department of Physics & Astronomy except those involving payroll and maintenance of financial accounts. The AA will primarily support the department chair providing essential information and services related to all aspects of scheduling of courses and student registration. The AA maintains the chair's calendar, schedules rooms and classes, maintains a record of department meetings and minutes, files applications from and corresponds with graduate and other program applicants, oversees student workers in the office and graduate student contribution to department functions, orders supplies and other needs, researches and responds to inquiries and complaints, furnishes information and explains programs to the public, works on special assignments and projects as directed, prepares reports, memos, for dissemination inside and outside the work unit. Duties include, but are not limited to, graduate student recruiting and REU records, student and faculty personnel paperwork for keys, academic records management. Some interaction with the College of Natural Sciences and Mathematics, College of Graduate Studies and other colleges which the department serves, plant operation and facilities is expected. This position must use independent judgment to manage office tasks using a wide variety of University administrative software.*This position does offer benefits.Qualifications:
Associate degree in business management, secretarialscience, or related field required or equivalent combination of education andwork experience.Bachelor’s degree, preferred One year of administrative and/or secretarial experience.Proficiency with using technology, including Microsoft Office 365 suite and Adobe.Maintain confidentiality at all times, including FERPA, HIPAA or any other confidentiality requirements/policies. Aptitude for learning new technologies and keeping up with best practices. Excellent customer service skills. Must be pleasant and responsive in all situations and with all personality types.
Able to independently assess, respond to, and follow up on inquiries from, and advise students, alumni, donors, and guests.Ability to work efficiently in a fast-paced environment, multitask, and prioritize projects with frequent interruptions. Flexibility to adapt to changing goals and priorities. Self-motivated and well organized with attention to detail, consistency, and accuracy. Capable of executing tasks and resolving issues independently. Must handle all tasks and material with confidentiality, sensitivity, and awareness of FERPA protocol and generally maintain an inclusive environment to be welcoming of groups of multiple cultural backgrounds. Must have the ability to, as well as meet, the requirements to complete and maintain mandatory training per the University mandatory training policy pursuant to the deadlines set forth therein. Must be able to work in a team environment with other office staff. Working Conditions:Works in a high-traffic student service office environment where high stress levels are occasionally experienced. May be asked to adjust schedule outside normal work hours for special events. Ability to work efficiently in a medium-paced environment, multitask, and prioritize projects with frequent interruptions. Position will require sitting and computer use for long periods of time, also intermittent standing, walking, stooping, bending, and lifting.
The above list of duties is intended to describe the general nature and level of work performed by people assigned to this classification. It is not to be construed as an exhaustive list of duties performed by the people so classified, nor is it intended to limit or modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision.The University of Toledo is an equal opportunity, affirmative action employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation. The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact the Human Resources Department at 419-530-4747 between the hours of 8:30AM and 5:00PM or apply online for an accommodation request.Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the Main Campus of the University of Toledo, or at the satellite HR Office located at the Facilities Services Building, Suite 1000 on the Health Science Campus.