Administrative Assistant I:
This position supports two separate programs: International Studies and Public Policy, and Institutional Effectiveness. The candidate for this position must be able to perform each essential duty. Below are the minimum requirements of the education, experience, knowledge, and skills required to perform in this position:
Essential Duties and Responsibilities:
- Provide support and back-up for staff and faculty functions, including special projects
- Maintain an updated and accurate calendar as well as schedule appointments and office meetings
- Greet and screen incoming visitors in a professional manner and promptly notify appropriate person of their arrival
- Answer multi-line telephone system, take accurate messages, and transfer telephone calls to the appropriate person in an efficient manner
- Operate standard office equipment to include: postage machine/scale, facsimile machine, computer/printer, and photocopy machine
- Perform a range of staff and/or operational support activities; serve as a liaison with other departments in the resolution of day-to-day administrative and operational problems
- Record and maintain a file of minutes of meetings when necessary
- Excellent speaking, editing, and writing skills
- Strong computer skills
- Capable of taking initiative on projects from conception to implementation to review of various types of campus and Office projects
- Ability to work some early mornings, evenings, and weekend events
- Ability to be available mornings, evenings, and weekends to answer questions
- Ability engage in some travel
- Operate computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings
- Intermediate accounting skills
- Order supplies and maintain inventory
- Maintain and file documents in filing system, including established unit computer databases as assigned
- Willingness to learn new skills and an interest in the field of student life
- Ability to keep information confidential
- Liaison with other instructional administrators, faculty, and support staff
- Make travel arrangements and or travel expenses reports
- Produce and expedite correspondence and internal communications for the office
- Provide logistical support for meetings, social events, and student activities
- Provide excellent customer service to students, staff and faculty via telephone, email, and in person
- Create and provide follow up on all requisitions pending
- Plan and implement student activities and educational excursions
- Maintain and update filing system
- Attend regular administrative meetings and serve as liaison and note keeper
- Demonstrate knowledge of related core and content course offerings and curriculum and course loads for International Studies and Public Policy programs
- Run and complete errands
- Run food and supply errands
- Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements
- Aid with event and meetings preparation, planning, and set up
- Create flyers, brochures, handbooks, and binders for workshops, classes, and conferences
- Help prepare budget reports
- Contact person for unit information
- Act as liaison between unit and public providing information requiring extensive knowledge of college policies and procedures
- Interact on a regular basis with other Miles College staff and faculty in academic divisions, student service areas, business office, grounds and maintenance, administration, and public
- Organize and manage the day-today activities of the office to assure efficient and effective office operations
- Independently research, compile, and summarize information for reports
- Responsible for preparing reports accurately and in accordance with policies and procedures
- Consult and work closely with director as requested on aspects of unit business including departmental budget matters, etc.
- Proof class information for schedules and registration
- Sort and distribute mail, type reports, answer telephone
- Event and meetings preparation, planning, and set up
- Create flyers, brochures, handbooks, and binders for workshops, classes, and conferences.
- Help prepare budget reports
- Supervise and train work study students and office aids, etc.
- Additional phone work- includes returning calls as necessary, calling students with information regarding schedule changes, class cancellations, and other notifications
- Coordinate filing and organization of records, including some confidential in nature.
- Use a variety of Miles College publications (i.e. catalog, budget book, policy and procedures manual, class schedule), as well as other related publications to facilitate tasks and duties performed by the position
- Gathering information and inputting information into database
- Proctoring when necessary
- Processing work order request forms for the Physical Plant office
- Maintain director’s scheduling and meetings
- Event and meetings preparation, planning, and set up
- Ability to work well independently
- Ability to work well with others as a team
These duties and responsibilities may be amended from time to time at the sole discretion of the employer, subject to notification being provided to the employee.
Qualifications:
- Masters Degree is preferred, Bachelors Degree is required
- 3 or more years of administrative experience
- Ability to work well with students
- Strong organizational skills
- Must have excellent communication skills, both written and oral
- Must communicate effectively with individuals at all organizational levels
- Must have cultural literacy
- Strong computer skills ( Microsoft Office Suite, Excel, Access, Power Point, websites, mass emails)
- Excellent organizational skills
- Provide excellent customer service to students, staff, and faculty
Please Send Cover Letter, Resume or CV To:
Miles College Human Resources
P.O. Box 39800
Birmingham, AL 35208
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