Administrative Assistant III – Campus Planning – Construction – And Sustainability

Administrative Assistant III – Campus Planning – Construction – And Sustainability

Requirements

• Office procedures and practices.
• Basic bookkeeping procedures.
• Preparing and processing purchase orders and/or other purchasing liaison skills such as procurement card (P-Card) reconciliation, preparing requisitions, etc.
• Managing the budget within assigned department.
• Customer service techniques.
• Maintaining an established work schedule.
• Effectively using interpersonal and communications skills.
• Effectively using organizational and planning skills with attention to detail and follow-through.
• Entering data, maintaining files, and performing other clerical duties.
• Maintaining confidentiality of work-related information and materials.
• Establishing and maintaining effective internal and external relationships.
• Effective customer-orientation when working with a diverse population.
• Problem solving skills to gather information to assist the department.
• Use a variety of spreadsheet, word processing, database, and presentation software.
• Good at learning new technologies as they are needed.
• Two years related work experience.
• High school diploma or educational equivalent.

Responsibilities

• Performs administrative duties for a department in support of staff efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, arranging conference rooms, and maintaining or coordinating the department’s schedule.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Develop sign-in sheets, meeting agendas, attend meetings to take meeting notes, and proofread meeting notes.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• Design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
• Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
• Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
• Input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
• Serve as a technical resource for computer hardware and software and other office equipment such as copiers and plotters.
• May be assigned responsibility for special projects such as compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
• May oversee the work flow of others, as appropriate.

Preferred Qualifications

• Familiarity with serving diverse populations. Familiarity with issues related to equity and inclusion.
• Work experience in the design and construction field.
• Familiarity with the following software: Ad Astra, Google Suite, Asana, Adobe Suite, MS Office Suite, and MicroMain.