Administrative Assistant-Academics

Summary Drescription

Responsible for many of the day-to-day administrative tasks of the office, including handling sensitive documents and records.

This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but is intended to accurately reflect the primary job elements.

• Provides exemplary customer service as the first point of contact for constituents who call, email or visit the service center; responds to a high volume of general and critical requests for assistance or support.
• Documents each customer transaction in a data tracking system and maintains daily reports to ensure calls match the number of service tickets created and analyze data to understand trends/emerging concerns.
• Creates timely correspondence using Microsoft Office (Word, Excel, and PPT-related programs).
• Organizes, establishes and maintains complex filing systems and records.
• Coordinates and assists in district-wide graduation commencement ceremony planning.
• Maintains and updates MSCS directory with current contact information for each department and staff member.
• Collects data, compiles reports and maintains records, researching the internet for relevant data and information, as required.
• Manages payroll, attendance, vacation and other records.
• Requisitions supplies, equipment, travel and other division/department expenditures; manages assigned budgets and prepares related reports.
• Possesses a strong skill set with the ability to multi-task and works well under pressure (i.e., during high call volume or peak season and when dealing with constituent concerns).
• Availability to attend weekly team meetings and exhibit flexibility during call center high call volumes and/or peak seasons.
• Attends training, meetings, workshops or seminars as necessary to enhance job knowledge and skills.
• Performs other related duties as assigned or directed.
  
  
  

Requires a High School diploma or equivalent plus an additional 4 years of secretarial/clerical and computer experience, or equivalent, for a total education/experience of 4 years. Certification in Microsoft Office and/or Administrative Professional (CAP) preferred. (PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED).

Degree Equivalency Formula

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.