Administrative Assistant, Campus Safety (CL-2)

Marist University•Poughkeepsie, NY

7d•Onsite

About The Position

The Administrative Assistant, Campus Safety (CL-2) provides specialized office support to Campus Safety (e.g. guards, director, and associate directors) and their respective areas of responsibility. Responsibilities include creating correspondence, processing and compiling information, and exercising independent judgment, coordinating calendars and events, and preparing reports.

Requirements

High school graduate
5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work.
General computer proficiency with Microsoft Office Suite.
Consistently demonstrates ability to provide routine responses and basic information from inquiries (telephone, e-mail, or in-person) with minimal guidance. Directs visitors as needed
Consistently demonstrates ability to manage calendar (tasks, meetings, events, schedules, correspondence) of supervisor and/or department, schedule meetings without consultation with supervisor, and notify participants
Consistently demonstrates ability to organize and coordinate events(meetings, workshops, seminars, or receptions) with minimal consultation or independently. (Examples could include scheduling speakers and securing meeting room, creating invitations, food &beverages, and overnight accommodations).
Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software
Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and project deadlines. Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies
Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail
Consistently demonstrates courtesy, tact and professionalism, as well as sensitivity to the concerns or interests of others in conveying information. Demonstrates patience and the ability to handle difficult people
Consistently demonstrates ability to reference operational procedures within department on diversified projects and situations requiring independent assessment
Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters
Consistently demonstrates extensive knowledge of entire College and outside organizations

Responsibilities

Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public
Management of Marist University parking program including the following: annual student parking permit applications including vehicle registration, online permit fee payments, and decal pick-up biannual faculty and staff parking permit applications / renewals including online vehicle registrations, student parking permit requirement exception inquiries and applications, student temporary parking permit inquiries and applications, and visitor parking permit inquiries and applications.
Assist with management of New York State (NYS) Division of Criminal Justice Services (DCJS) licensing for the Marist University security guard school as well as the Campus Safety officer individual licenses
Maintain knowledge of state and federal regulations pertinent to the position
Manages Campus Safety officer payroll and leave balances
Open, sort, and distribute office USPS and electronic mail (via the [email protected] account). Process outgoing mail
Access department calendars; schedule and log appointments as necessary
Assist in event organizing or scheduling
Create, update, and proofread various correspondence and documents
Maintain complex filing systems, including student and faculty files
Enter and manage information in department computer system(information may be of a confidential nature)
Manage and reconcile independent budgets and financial records
Train and supervise student workers
Possess intimate knowledge of institutional structure
Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people
Perform other job-related duties as required