Administrative Assistant I Upward Bound

Employer
Kentucky State University
Location
Frankfort, KY
Closing date
Oct 23, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

TITLE: Administrative Assistant I – Upward Bound                                                                  

DEPARTMENT: Upward Bound                                                  

REPORTS TO: Director of Upward Bound

EFFECTIVE DATE: TBD

EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION:  Non-exempt                         

                             

PRINCIPAL PURPOSE OF JOB:  

Under the direction of the Director provides administrative and clerical support to Upward Bound program.  Maintains and ensures compliance of the Federal Government, Department of Education, and Kentucky State University’s rules and regulations.

 

 

SCOPE OF RESPONSIBILITY: 

Performs a variety of office support and secretarial duties; excellent interpersonal skills, excellent organizational skills, excellent record-keeping skills, and experience with computer software in Microsoft Word and/or Microsoft Excel.   Creates various documents such as; attendance records, travel, purchasing, student files, and other required correspondence.

 

 

ESSENTIAL JOB FUNCTIONS:

  • Performs a wide variety of typing assignments.
  • Interaction with KSU students, UB high school students, employees, and vendors.
  • Maintain front office operations, telephone calls, emails, and mail.
  • Create and distribute correspondence, reports, and other documents.
  • Creating and maintaining frequent publications such as; flyers, brochures, newsletters, and other documents.
  • Maintains files and records.
  • Process purchasing paperwork, travel, personnel, and check requests for students, guests, or speakers.
  • Perform other duties as assigned.
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    OTHER DUTIES: Perform other duties as assigned.

     

     

    QUALIFICATIONS:

    A high school diploma, Associates degree preferred.  At least two years of office management/clerical experience.   Experience working with disadvantaged populations.  Preference will be given to candidates with experience working with students and candidates with TRIO experience.

     

     

     

    KNOWLEDGE, SKILLS, and ABILITIES:    

  • Handling office tasks, such as filling, generating reports, setting up for meetings, and ordering supplies
  • Providing real-time scheduling support by booking appointments and preventing conflicts
  • Make travel arrangements, such as booking flights, cars, and making hotel reservations.
  • Screen and route phone calls to the appropriate party
  • Greet and assist visitors
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Anticipate the needs of others to ensure a seamless and positive experience
  • Manage tour scheduling, confirmation, and calendar
  • Manage admissions email account
  • Ability to coordinator multiple responsibilities simultaneously and efficiently while meeting required deadlines.
  • Ability to work a flexible schedule to accommodate weekend and evening hours as needed.
  • Must possess excellent customer service, written and oral communication, organizational and interpersonal skills.
  • Proficient knowledge of Microsoft Office programs, customer management systems, and campus management systems.
  • Knowledge of all corporate, state, and federal regulations and policies applicable to the position.
  • Ability to function efficiently in a stressful work environment.
  • Must be able to sit and stand for extended periods of time.
  • Must be able to hear and speak well enough to communicate with students, parents, and staff face-to-face and via telephone contact. 
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    SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility. 

     

     

    PHYSICAL REQUIREMENTS:

  • Work is normally performed in a typical office environment.
  • No or very limited physical effort is 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.

    Company

    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.

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    Find Us
    Website:
    Telephone
    502-597-6000
    Location
    400 E Main St
    Frankfort
    Kentucky
    40601
    United States

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