University of New England

Staff Assistant

Basic Function

To coordinate and carry out a variety of key administrative support functions of a University division, department or program.

Characteristic Duties & Responsibilities

Primary

• Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.
• Assist in departmental budget planning.  Monitor expenditures and process budget documents.
• Assist in designing, implement and maintain departmental filing, record keeping and reporting systems, including computer applications.
• Coordinate, initiate, prepare, process, and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/University personnel, students, parents, and/or individuals outside of the University.
• Organize and coordinate various department activities/events, including arranging for all necessary facilities, staffing, scheduling, advertising/promotion, and the like.
• Prepare (write, design, draft, edit, etc.) various written documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like.
• Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes; drafting outlines, policies, procedures, schedules, forms, related instructional/promotional material; coordinating the implementation of new program plans or operating policies/procedures/schedules; and the like.
• Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources, and so forth.
• Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency: present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary.
• Perform other specialized/technical tasks related to assigned functions.
• Confer regularly with immediate supervisor, department/University personnel, and relevant outside organizations/individuals to plan, coordinate and evaluate programs/projects/ activities/policies, exchange information, resolve problems, and the like.
• Train and supervise the daily activities of assigned support staff.
• Perform regular secretarial duties for senior department staff or administrators on a limited basis: answer phones and carry out standard reception tasks; type/print using word processor correspondence, reports, etc.; order office supplies; maintain appointment calendars; screen and distribute mail; photocopy; set up meetings; and the like.
• Perform other duties as required.

Supervision Received

Minimal supervision is received from a senior administrator or department director.

Qualifications

Associate's degree in an appropriate discipline plus 3 to 4 years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Good planning, administrative and organizational skills; writing, math and basic research skills.
• Good typing/word processing and other general office skills.
• Previous experience in organizing and maintaining moderately complex filing and record-keepings systems, including relevant experience with computerized information systems.
• Good general understanding of higher education organizational structure and administrative operations.
• Ability to deal effectively with a wide variety of individuals inside and outside of the University.

Annual Training Requirements

• Code of Conduct
• Ergomonics
• Fire Safety
• Sexual Harassment