Administrative Office Assistant III/PT

Central Michigan University • Mount Pleasant, MI • 1w ago

ADMINISTRATIVE OFFICE ASSISTANT III/PT

Position Number: S-3696

Position Summary:

This position coordinates and organizes the day-to-day operations of the Office of Indigenous Affairs, the Student Transition Enrichment Program (STEP ) and Lesbian, Gay, Bi-sexual, Transgendered and Queer (LGBTQ ) Services & Gender Equity Programs.

Required Qualifications:

High school diploma or GED .

Four years of qualifying experience or a combination of education and experience that equates to four years.

Experience with Microsoft Word.

Customer service experience.

Spreadsheet and/or database experience.

Organizational skills with strong attention to detail.

Demonstrated positive interpersonal skills.

Effective verbal and written communication skills.

Ability to project a positive attitude.

Ability to manage multiple projects and meet deadlines with accurate results.

Ability to compose, proofread and edit correspondence.

Ability to perform the essential functions of the job.

Preferred Qualifications:

Ability to work with diverse populations, organizations and programs.

Understanding of and sensitivity to diverse issues.

Knowledge of specific software programs and/or mainframe/systems skills (i.e. Excel, Outlook, SAP ).

Demonstrated ability to design/maintain web pages.

Knowledge of university policies, structure and programs.

Duties & Responsibilities:

Programming support:

Ensures office functions run smoothly by making day-to-day decisions, following guidelines set by the Director(s) and Academic Advisor of OIA , LGBTQ+, and STEP and university policy and procedures.

Provides administrative support to the Director(s), Academic Advisor, and Coordinator(s) and programs/projects associated with each office/program.

Serves as admin secretarial support for OIA and LGBTQ+ for approximately 40% of the time each.

Serves as administrative secretarial support for STEP for approximately 20% of the time.

Performs and coordinates scheduling tasks and support services associated with 20+ events, prepares and makes arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts while ensuring that materials and support data are provided.

Assists in coordination of the annual Pow Wow.

Budgetary coordination:

Maintains and analyzes complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, and tracking expenditures, preparing budget statements, and making recommendations regarding projected budgets for OIA , LGBTQ+, and STEP .

Prepares spreadsheets and works closely with student employment to ensure the department(s) receive and use the College Work Study (CWS ) available, while monitoring accounts and transferring funds as needed.

Meeting and documentation support:

Prepares agendas/materials and takes minutes for appropriate meetings, as needed.

Researches, organizes, priorities, prepares, and documents communication (phone calls, emails, letters, memos, etc.) for internal/external delivery; exercises judgment and discretion.

Establishes and maintains various filing and records management systems.

Customer service/student support:

Receives and screens calls from visitors, determines which are priority matters and alerts Director(s) accordingly.

Maintains confidentiality of sensitive issues.

Promotes excellent teamwork and communication with all team members.

Office management/coordination:

Reviews timeclock plus entries for the depart

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