Job Title: Office Assistant - Padnos College of Engineering
Department: Engineering Dean’s Office
Classification: C4
Updated: June 2024

Job Summary

Provide administrative and confidential clerical support for the Padnos College of Engineering.

Essential Functions

• Maintain and analyzes budgetary records for a large and complex budget 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.
• Create requisitions for large purchases, ensuring that appropriate approvals have been obtained and that all necessary documentation is present. 
• Coordinate personnel reviews and actions, including scheduling unit meetings, creating documents, taking minutes, assembling portfolios, and ensuring timely delivery of meeting materials.
• Manage event planning, finances, implementation, and communication for multi-day large-scale events. 
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Maintain digital and physical filing system according to retention/disposal policies and best practices.
• Assist in maintaining School of Engineering website.
• Serve as administrative assistant for department staff searches, including scheduling interviews, coordinating travel, organizing preparation of office space, and processing hiring forms.  
• Generate reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Receive information in various forms and determines the appropriate method of processing.
• Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
• Hire, train, and supervise student employees. 
• Act as liaison between department chair, faculty, staff, students, and outside organizations.
• Maintain supervisor’s calendar and multiple calendars.
• Order and track inventory of office supplies.
• Other related duties as assigned.

Non-Essential Functions

• Assist in academic year scheduling of courses, classrooms, times, and faculty for the department.
• Monitor midterm and final grade submissions.
• Make travel arrangements for staff.
• Process university forms.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment. 
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships

Preferred Qualifications

• Some college coursework.
• Experience in higher education.
• Supervisory experience.
• Demonstrated experience to handle complex budget records and assist with financial concerns.

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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