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