| Job Summary: | Duties and Responsibilities:
Administrative Assistants play an important role in the
smooth daily operation of key office functions at the university. On a regular
basis administrative assistants may be called on to perform important tasks
such as: Creating memos, meeting agendas, meeting minutes and letters. They
answer important telephone calls and relay messages and data entry. The
Administrative Assistant may serve as the office manager. They maintain office
supplies and inventory. They maintain office schedules, research information as
well as answer, screen and respond to emails. The Administrative Assistant may
create travel arrangements, including staff itineraries, accommodations and
transportation. He or she may create key reports, schedule and assist in
developing the agenda for meetings and conferences, manage and train other
secretary/clerical staff, and manage confidential materials.
This position serves a key role to ensure the smooth operation of the Office of Academic Affairs by providing administrative support to the staff therein and servicing as a resource to the university community.
Exercise discretion in the handling and dissemination of confidential and other sensitive information (such as faculty, staff, and students’ files and budget matters).
Responsible for opening the office for business, daily. Receives, greets, and directs visitors to appropriate individual or office within the institution.
Answers, properly routes, and returns phone calls. Greets incoming office callers, screening them to determine the purpose of their call or visit, and providing them with the necessary assistance to ensure they are directed to the best resource(s).Responsible for maintaining record of callers for referencing.
Must have excellent organization, communication, and interpersonal skills with the ability to work in a diverse community serving students, faculty, administrators, and external constituents (such as alumni, students and their families).
Must have the ability to work well under pressure, experience in managing multiple projects and meeting deadlines is required. Excellent knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) is also required.
Responsible for supervising and directing the work of student employees within the University College, including setting work schedules and approval of electronic timesheets, and record keeping.
Responsible for collecting, opening, sorting, and distributing incoming mail daily.
Assist with all aspects of Office of Academic Affairs events and perform routine office tasks such as: Office supply inventory maintenance and ordering, maintenance of office equipment including arrangement for service calls as needed, reconciliation of records, such as the travel and purchasing documents, general procurement tasks and processing of invoices/receipts for the OAA Vice President, Associate Vice President and Assistant Vice President. Experience with Sciquest platform (OK Corral) preferred.
Responsible for special projects, assigned by the Vice President, including but not limited to gathering information for reporting or other activities and development of special correspondence or documents, presentations, or publications as needed.
Responsible for filing documents and maintaining office files, including active and inactive faculty and staff files.
Must have at least one year of experience as an administrative assistant, administrative specialist, office manager, or related position. Attend office meetings and take notes for future dissemination.
Performs other related duties as required and deemed appropriate in support of the Office of Academic Affairs, to accomplish assigned responsibilities and functions of the office.
|
| Position Qualifications: |
Required qualifications: Associates Degree, experience preparing travel itineraries and
coordinating travel accommodations, excellent verbal and communication skills,
strong organization skills, ability to handle multiple tasks, meet deadlines,
and work cooperatively and strategically in a team environment with all levels
of professional, technical, and administrative staff. Knowledge of Microsoft Office products,
including Word, Excel, PowerPoint, Publisher, Access, and Internet Explorer or
another world-wide web search engine. Must have a willingness to learn and master
internal programs to navigate Langston University’s systems, processes and
procedures (OK Corral, EPAFs, P-Card Accountant, and travel guidelines). Bachelors Degree Preferred |
| Langston University (LU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, LU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so. |