University of New England

ADMINISTRATIVE ASSISTANT

BASIC FUNCTION

To perform a wide variety of clerical/secretarial and administrative tasks related to a specific academic or administrative function.

CHARACTERISTIC DUTIES & RESPONSIBILITIES:

Primary

• Oversee and carry out various day-to-day departmental administrative functions.
• Perform regular secretarial duties for the department: answer phones and serve as department receptionist; type/print using word processor correspondence, exams, reports, manuals, and the like; order office supplies; maintain appointment calendars; screen incoming mail; set up meetings; photocopy; and the like.
• Coordinate, initiate, prepare, process, and/or monitor various administrative/financial/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University students, faculty or staff, or individuals outside the University.
• Organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers: design and basic programming of appropriate data bases and data management/reporting systems using various PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a  variety of regular and special reports.
• Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
• Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members.
• Prepare/coordinate bulk or other special departmental mailings.
• Perform various bookkeeping functions:  initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
• Perform basic liaison functions with students, faculty, staff, parents, or other department/program constituency:  explain policies/procedures, answer various questions, coordinate services/assistance, handle special requests or problems, routing to senior staff members as appropriate.
• Perform other specialized or technical administrative tasks related to the department’s primary function.
• Confer regularly with immediate supervisor, other department/University personnel, and/or various firms/organizations/individuals outside the University to plan and coordinate activities, exchange information, resolve problems, and the like.
• Train and oversee the work of junior staff members or student assistants.
• Understand and comply with the University of New England Safety Manual.
• Performs other related duties as assigned.

SUPERVISION RECEIVED

Moderate to minimal supervision is received from a department head or other senior staff member or administrator.

QUALIFICATIONS:
 
Associate's degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception, and so forth.
• Good basic administrative and organizational skills.  Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems desirable, and possibly required.
• Good reading, spelling/grammar and general writing and math skills.  Some bookkeeping/accounting training or experience may be desirable.
• Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals/organizations.
• Previous UNE experience desirable.

ANNUAL TRAINING REQUIREMENTS