Opportunity at a Glance
The Administrative Assistant I performs a variety of highly responsible complex and advanced secretarial/clerical, and administrative duties. Duties are varied and are carried out with a high degree of confidentiality, discretion, and independent judgment. The Administrative Assistant I is hired in a pool of support staff and is responsible for supporting multiple areas within the Research Department of RUSVM as required.
Responsibilities
• Answers telephone, takes messages and answers inquiries within assigned scope of responsibility to colleagues and students.
• Compose reports, agenda, notices, minutes and other complex documents and perform other clerical administrative support duties as directed from time to time. Maintain confidentiality.
• Performs record keeping (confidential and non-confidential) and general program specific clerical functions (e.g. scheduling, copying, etc.) for the purpose of supporting RUSVM Research Department with necessary materials.
• Updates and maintain the department’s filing system, tracking of information, maintaining logs/spreadsheet, and other similar administrative support
• Maintain department inventory of office supplies and preparation of Material Requisitions and processing through Lawson with accuracy
• Prepare Work Requests for office maintenance and other department’s needs.
• Answer students’ and colleagues queries and work with them in resolving issues.
• Assist with all incoming and outgoing correspondence.
• Assist and arrange the coordination of Postgraduate Research Committee meetings, retreats and other meetings as required.
• Complete and submit departmental forms for travel, reimbursements through expense wire or other RUSM software.
• Schedules appointments and maintain calendar if necessary
• Perform responsibilities in a manner that clearly shows effective communication and cooperation and that promotes open exchange of information, respect, high ethical standards and professionalism
• Assist with managing schedules, and coordinating appointments, conference and travel arrangements.
• Communicates in a positive and effective manner with colleagues, students, and/or visitors
• Provide administrative support to various departments from time to time
• Perform any other duties assigned commensurate with the position.
• Performs other duties as assigned
• Complies with all policies and standards
• Requires a Secretarial Diploma Required or
• Associate's Degree in Business Administration Required
• related field Required
• 1+ year administrative/executive secretarial experience in a fast- paced office environment Preferred or
• an equivalent combination of training and experience. Required
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality
• Ability to be flexible, multi-task, work independently and as a team member
• Demonstrate customer service and interpersonal skills, ability to handle several tasks concurrently, ability to work with and support various staff members, ability to maintain a pleasant demeanor and attitude at all times with all internal and external parties and ability to remain professional at all times.
• Must be able to work independently in a fast-paced environment. Attention to detail is a must
• Knowledge and proficiency in the use of technology (i.e. computers, word processing, database spreadsheet programs and power point)
• Accomplish work responsibilities with minimum supervision
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
• Interpersonal - Maintains confidentiality.
• Communication – communicates clearly and informatively in positive or negative situations. Edits work for spelling and grammar; Varies writing style to meet needs.
• Quality Management - Demonstrates accuracy and thoroughness.
• Ethics - Works with integrity and ethically.
• Confidentiality – Able to maintain confidentiality
• Has knowledge of commonly-used concepts, practices, and procedures within the field of business administration.
• Word Processing software; Spreadsheet software and Internet software.
Equal Opportunity – Minority / Female / Disability / V / Gender Identity / Sexual Orientation