Pew Campus & Regional Centers Operations Assistant
Job Title: Pew Campus & Regional Centers Operations Assistant
Classification: C4
Department: Pew Campus & Regional Centers Operations
Updated: January 2019
Job Summary
Acts as a general assistant to the Assistant VP of Pew Campus & Regional Centers Operations, performing non-routine office functions which substantially contribute to the departments objectives.
Responsibilities
Essential Functions:
- Provides administrative and clerical support for the Assistant VP of Pew Operations, including calendar maintenance, travel arrangements, mail processing, file maintenance and other clerical tasks as assigned.
- Performs administrative work of a confidential nature for the Assistant VP.
- Coordinates and performs administrative and clerical duties to maintain efficient operation of departmental programs. This may involve planning, coordinating activities, analyzing data, preparing reports and making recommendations.
- Responsible for the purchasing and accounting process for the department.
- Processes a variety of University and departmental paperwork according to standard procedures and/or mandated requirements observing the confidential nature and sensitivity of certain materials.
- Responds to questions and complaints and resolves problems which may require substantial knowledge and interpretation of University and Pew Operations policies and procedures.
- Represents the unit at meetings and special event planning sessions as requested by Assistant VP.
- Acts with high degree of independence as liaison with inside and outside contacts, preparing meeting materials, minutes, programs and updates.
- Responsible for comprehensive recordkeeping and accounting for Presidential Residence operation.
- Assists with special event coordination at the Presidential Residence.
- Responsible for comprehensive recordkeeping and accounting for parking auxiliary budgets.
- Maintains and reconciles department budgets using available software.
- Maintains vendor and service history for Pew Campus & Regional Centers Operations.
- Responsible for notification of Pew Campus & Regional Center departments in case of operation emergencies such as power outage, fire alarm issues, etc.
- Hires, trains and supervises students and clerical employees and temp clerical.
Non-Essential Functions:
- None
Required Qualifications:
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- 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 handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications:
- Bachelor’s degree
- Higher education work experience.
- 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.