Administrative Assistant 3
About The Position
Grambling State University is seeking an Administrative Assistant 3 to provide general office management and clerical support to the Department of Curriculum & Instruction. The role supports departmental programs in Curriculum & Instruction and Developmental and Higher Education and serves faculty, staff, students, visitors, and applicants. Duties include communicating program and admission information, handling departmental records and correspondence, supporting meetings and travel, and preparing payroll and other administrative materials. The ideal candidate is receptive to direction, communicates effectively, focuses on customers, adapts to change, demonstrates professionalism, follows policies and procedures, learns actively, and makes accurate judgments. This is a probational appointment at Grambling State University's Department of Curriculum & Instruction. No Civil Service test score is required for consideration. Applicants must provide relevant, detailed experience and education in the application; resumes are not accepted in lieu of completing those sections.
Requirements
- Two years of experience in administrative services. Every 15 semester hours earned from an accredited college or university may substitute for six months of experience.
Responsibilities
- Greet and assist clients by telephone and in person, including administrators, staff, students, and visitors.
- Respond to questions and requests about programs in Curriculum & Instruction and Developmental and Higher Education, interpreting departmental rules and regulations as needed.
- Process applications and respond to applicants regarding admission status.
- Establish and maintain electronic files; organize and maintain files and reference materials while ensuring confidentiality.
- Prepare mail vouchers and departmental mail for pickup, and distribute materials to appropriate faculty and staff.
- Prepare faculty travel authorizations, requests, and reports, and enter requisitions for supplies.
- Independently compose and type correspondence for the department head's signature.
- Process transmittals for the department head's signature.
- Prepare correspondence, reports, databases, tables, and records from rough drafts, instructions, and data.
- Compile and upload requested data on Ed.D. graduates to the Survey of Earned Doctorates website each semester.
- Complete and submit graduation recommendations and certifications each semester.
- Review transmittals from Graduate Studies, complete applicant checklists on an ongoing basis, and email checklists to prospective students.
- Prepare and send email and postal letters informing applicants of admission status.
- Attend departmental meetings, transcribe minutes, and upload meeting notes as requested.
- Prepare meeting materials such as agendas, handouts, and sign-in sheets, and upload materials as requested.
- Prepare payroll for departmental Graduate Assistants and Work Study students.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
