The Administrative Assistant performs a variety of administrative duties in support of the Office of the President. The Administrative Assistant must demonstrate organizational and interpersonal, written, and verbal skills appropriate to the duties and responsibilities of the position, including the ability to work collegially on an administrative team that completes assignments on time and within budget. Proficiency with technology, and a willingness to learn new technology, is required. The Office of the President is an environment which requires, at all times, the ability to work with a high degree of confidentiality, discretion, and tact. Attendance at meetings to provide administrative support may be necessary, including occasional travel. Advanced knowledge of the Microsoft Suite, Banner, and Zoom is strongly preferred.
Salary/Rate: $17.00-$19.00 per hour, 35-hours per week
Duties & Responsibilities:
Opens and closes the office and staffs the front desk. Greets and directs visitors, answers & refers phone calls, and responds to/forwards emails in an efficient and professional manner
Prepares correspondence upon request
Formats and prints the President's daily itinerary
Populates calendars with standard, recurring events and dates
Assures office equipment is operational (copier, coffeemaker, etc.). Serves as liaison to service providers for equipment troubleshooting & repair. Within budget and upon approval, processes purchase orders for new or replacement equipment
Monitors office supplies and places orders using the procurement system
Processes invoices for payment, verifies accuracy, and reconciles credit card statements
Helps with documentation of travel logistics and itineraries; prepares and processes travel expense reports
Provides support for events and meetings, including identifying and reserving venues, placing work orders, preparing name tags, copying and collating materials
Maintain the filing system, both physical and digital, and provide suggestions for improvement of current system or elimination of files Requires the ability and willingness to learn new skills for special projects
Other:
Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives
Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
Effective written and oral communication skills
Contributes to the overall success of the University by performing other duties as assigned
Qualifications-Education & Experience, Knowledge, Skills & Abilities:
Minimum of associate's degree preferred
3+ years of experience performing secretarial/general office work including scheduling, procurement, and credit card reconciliation
Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all @types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals.
About Alfred University:
Lighting the way for students since 1836."We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836."
Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.
Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.
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