Job Description
Job Description
PURPOSE AND SCOPE:
The PT Staff Assistant II, Division Support, performs standard and some advanced administrative duties. Duties include receiving and logging information, making copies, preparing correspondence and basic documents, answering routine questions and inquiries, maintaining databases, and tracking data. The PT Staff Assistant II, Division Support, is responsible for providing departmental support by coordinating office activities and meetings to achieve optimum office productivity. This position provides direct support to all division personnel.
ESSENTIAL JOB FUNCTIONS:
Operates a variety of office equipment, such as a personal computer, printer, photocopier, facsimile, scanner, or calculator
Provides information and assistance with routine and non-routine tasks and resolve issues for multiple individuals/faculty and customers/students; Assists students, faculty, staff, and visitors by handling their requests and providing routine information; Provides excellent customer service support
Responsible for procurement, budget management, and reconciling accounts while communicating with internal and external vendors; Monitors expenses charged against department accounts and tracks on budget spreadsheets; Reconciles ProCard and T&E card expenses as they post; Maintains budget reports for purchases expensed, encumbered, and the remaining balances; Creates all travel and expense reports for department staff; Responsible for requisitions and purchase orders; Responsible for ordering business cards for division staff
Provides relevant technical support for students (with computers, laptops, phones, printers, copiers, and scanners)
Manages inventory of assets and supplies, sourcing for suppliers (vendors), and submitting invoices
Participates in developing new programs and maintaining departmental records, student files, and other documents
Creates procedures for a variety of office duties to better streamline office functions
Recruits, trains, and supervises student workers
Oversees suite appearance via facilities department when needed
Assists with information sessions, making sure that there is a sign-in sheet, certificates, and signs posted
Submits marketing requests and work requests and takes care of general maintenance requests for the division
Orders office supplies to support daily operations
Generates reports that help others track, evaluate, and complete tasks; The requests may come from or be assigned by a manager, instructor, or counselor in the division; These items may include but are not limited to syllabus and vitae checks, adjunct leave hours per instructor, important dates to e-mail to instructors such as Official day and W day, rosters with telephone numbers, and academic advising rosters, etc.
Responsible for other reasonable, related duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES:
Strong attention to detail
Proficiency with common office software (i.e. Microsoft Word, Excel, and PowerPoint)
Strong oral and written communication skills
Excellent customer service skills
Knowledge of general office practices and procedures
Ability to multi-task and prioritize work assignments
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
Interface with internal and external contacts as needed to carry out the functions of the position
Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
High school diploma or GED
PREFERRED QUALIFICATIONS:
One year of relevant experience