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Administrative Assistant VI-Pre-collegiate Outreach Programs

Please see Special Instructions for more details.

Hiring Range: $15.35-$16.50

Posting Details

Posting Information

Position Title Administrative Assistant VI-Pre-collegiate Outreach Programs
Department Pre-Collegiate Outreach Programs
Position Status Administrative Non-Exempt Positions
Basic Function

Provide a wide range of multi-tasking and fast-paced administrative, customer service, financial and clerical support in the Office of Pre-collegiate Outreach Programs. This department supports the majority of the academic year and summer youth-targeted outreach programs related to the development of the STEM pipeline.

Posting Date 08/09/2017
Closing Date
Open Until Filled Yes
Special Instructions to Applicants

Hiring Range: $15.35-$16.50

EEO Information

We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

Criminal Background check statement

A pre-employment criminal records check is required.

Principal Duties and Responsibilities

Principal Duty and Responsibility

Serve as a confidential assistant to the Director and Associate Directors including: processing, filing, and /or reviewing correspondence, confidential materials and financial paperwork; coordinating calendars; reviewing all mail for appropriate action; ensuring coordination of sensitive and urgent items requiring the attention/ review of the Director.

Principal Duty and Responsibility

Provide professional and courteous phone support as the first point of contact for all phone communications.

Principal Duty and Responsibility

Responsible for the management of email inquiries through direct response to the customer or forwarding the email to the appropriate staff member.

Principal Duty and Responsibility

Interact with and assist students, parents, faculty, and staff on a regular basis. Provide information on programs, program locations, and assist with program cancellations. Communicate Pre-collegiate Outreach and University policies and procedures to customers as necessary.

Principal Duty and Responsibility

Support the logistics of running office programming as required.

Principal Duty and Responsibility

Manage the administrative duties associated with the hiring of students, staff, and faculty for outreach programs by creating contract letters, uploading information to training portal, collecting signed contracts and managing the CORI process.

Principal Duty and Responsibility

Responsible for purchasing supplies for the office and other outreach programs. Use the STARS system to generate purchase orders as needed. Organize clean-up and inventory of supplies at the conclusion of programming.

Principal Duty and Responsibility

Primary contact with facilities for 20 Trowbridge building needs. Place work orders through School Dude.

Principal Duty and Responsibility

Maintain the calendar for the 20 Trowbridge Road conference room.

Principal Duty and Responsibility

Submit and reconcile expense reports from program faculty and staff. Collect receipts and manage the p-card statements for office p-card holders.

Principal Duty and Responsibility

Assist the Operations Manager with the collection of missing fees and missing paperwork, including scanning and uploading documents as necessary.

Principal Duty and Responsibility

Assist the Program Manager with space reservations for all programming.

Principal Duty and Responsibility

Assist with administrative duties related to program management. For example, creation of signage, name tags, check-in lists, and program certificates, etc.

Principal Duty and Responsibility

Serve as a liaison with vendors on event related matters, assist with event planning and catering details.

Principal Duty and Responsibility

Assist with participant, faculty, staff, and parent surveys before and after programs including emailing surveys to appropriate parties and compiling data.

Principal Duty and Responsibility

Perform other duties as assigned.

Principal Duty and Responsibility

Responsible for recurring program communications such as registration reminders, opening and closing day reminders.

Position Requirements

Requirement

Associate Degree in business or related field preferred.

Requirement

Requires knowledge of typical office procedures and must be proficient in MS Office products (Word, PowerPoint, Excel and Access). Knowledge of SCT Banner is highly desirable.

Requirement

A minimum of three to five years’ experience professional experience in an office/corporate environment

Requirement

Must have excellent customer relation and interpersonal skills, excellent communication skills both oral and written, and excellent diplomatic skills.

Requirement

Must have ability to maintain customer service orientation in a fast-paced, stressful environment.

Requirement

Must have ability to work independently and collaboratively, handle frequent interruptions and be able to juggle multiple tasks at the same time.

Requirement

Strong organizational skills with ability to handle multiple projects simultaneously on short deadlines, including coordinating the efforts of multiple contributors.

Requirement

Excellent office management skills.

Requirement

Requires an intelligent, well organized individual with good interpersonal and time management skills.

Requirement

A pre-employment criminal records check is required.

Requirement

Exceptional attention to detail is required

Requirement

A valid driver’s license and the ability to lift 25lbs.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. List of References