Job Title: Administrative Assistant – Institutional Marketing
Classification: C5
Department: Institutional Marketing
Updated: September 2021

Job Summary

Acts as a general assistant to an Appointing Officer, performing non-routine office functions which substantially contribute to the unit’s objectives.

Essential Functions

• Assist Appointing Officer in carrying out the office operation responsibilities.
• Responsible for specific projects/programs conducted by the unit whether self-initiated or initiated by the Appointing Officer which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Performs administrative work of a confidential nature for the Appointing Officer.
• Compiles and logically formats statistical data and reports.
• Maintains, processes and manipulates data on a personal computer using word processing, database and spreadsheet software.
• Coordinates various events, including special events and functions.
• Communicates and coordinates with multiple departments across the university campus.
• Coordinates duties of departmental staff.
• Edits correspondence, reports, and materials for publication.
• Develops, prepares, and/or composes responses and correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communications.
• Maintains and analyzes sets of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Conducts on a recurring basis self-initiated or unit head-initiated projects and prepares reports.
• Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
• Assists faculty and staff with administrative problems or concerns.
• Coordinates employment search processes.
• Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
• Acts as a liaison for the division in situations outlined by the Appointing Officers.
• Originates correspondence, contracts and appointment letters, reports, and other materials.
• Responsible for scheduling appointments which may include the Appointing Officer’s calendar, special events, divisional events, and academic scheduling.
• Compile data and materials for presentations and proposals.
• Assist with the marketing of events and programs.
• Supervises student employees.
• Process various university forms.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Experience in higher education.
• Supervisory experience.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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