Posted: October 24, 2013
Under general supervision, performs a variety of administrative and staff support duties for the Facility Services department, which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, prepared financial reports, provides information for personnel files, maintains time sheets—absences, tardies, etc. and prepares a range of administrative documents.
DUTIES AND RESPONSIBILITIES
- Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
- Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
- Operates personal 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.
- Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
- Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed, and in accordance with pre-established procedures.
- Assists department/division administrator(s) in problem solving, project planning, and development and execution of stated goals and objectives.
- Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division book holder and/or paymaster; may manage petty cash disbursements and reconciliations.
- Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports, such as payroll time sheets, sick and annual leave documents, purchasing and employment documents, and/or stock and capital equipment inventories.
- Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of written inquiries.
- Requisitions supplies, printing, maintenance, and other services.
- Maintains attendance, personnel records, etc.
- Provides support for SchoolDude maintenance requests, closings, reports, etc.
- Operate computer programs such as Microsoft Word, Excel, Maintenance software and timeclock software.
- Performs miscellaneous job-related duties as assigned.
MINIMUM JOB REQUIREMENTS
High school diploma or GED with 3 to 5 years experience directly related to the duties and responsibilities specified.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
- Ability to communicate effectively, both orally and in writing.
- Records maintenance skills.
- Database management skills.
- Ability to make administrative/procedural decisions and judgments.
- Ability to analyze and solve problems.
- Ability to record and transcribe meeting minutes.
- Ability to maintain calendars and schedule appointments.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Knowledge of general accounting principles.
- Receptionist skills.
- Ability to gather and analyze statistical data and generate reports.
- Ability to create, compose, and edit written materials.
- Ability to gather data, compiles information, and prepares reports.
- Proficient in Microsoft Office products and/or data entry skills.
- Organizing and coordinating skills.
Position requires: a) performing interoffice administrative coordination, routine bookkeeping transactions, internal tracking of documents and travel arrangements including travel vouchers; b) creating and maintaining computer databases; c) using discretion and making administrative judgments based on existing operating guidelines to resolve day to day operating issues; d) gathering and analyzing statistical data in order to create and prepare routine and ad-hoc reports and correspondence; and e) utilization of word processing, spreadsheets and database applications to manipulate and format correspondence/data.
WORKING CONDITIONS AND PHYSICAL EFFORT
- Work is normally performed in a typical interior/office work environment.
- No or very limited physical effort required.
- No or very limited exposure to physical risk.
To apply for position, send cover letter, resume and three work references to:
University of Charleston
Cathleen Salmons, Office Manager
2300 MacCorkle Avenue, SE
Charleston, WV 25304
The University of Charleston is an Equal Opportunity Employer.