Administrative Assistant

Howard Payne University•Brownwood, TX

16h

About The Position

The Administrative Assistant reports and provides direct support to the Dean of the School of Science and Mathematics (SOSM) and to the faculty in the SOSM as needed. The person in this position will have a broad range of responsibilities related to the activities and operations of the SOSM and acts as the administrative contact, often on complex and confidential issues, for internal and external constituencies, such as with other units of Howard Payne University (HPU). This position requires a high degree of professionalism, punctuality, teamwork and strong organizational skills.

Requirements

Modeling Christian Faith - Must be committed to modeling the Christian faith. Displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others. Is committed to continuing to model Christian faith in a manner consistent with the University’s Mission Statement and Core Values
Problem Solving – Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, develops alternative solutions, works well problem solving as part of a group, uses reason even when dealing with emotional topics
Project Management – Develops effective project plans, coordinates projects, communicates changes and progress, completes projects on time and budget, and manages team project activities effectively
Technical Skills – Assesses their own strengths and weaknesses, pursues training and development opportunities, and strives to build knowledge and skills continuously, shares expertise with others
Written Communication – Writes clearly and informatively, edits their work for correct spelling and grammar, varies their writing style as needed, presents numerical data effectively, is able to read and interpret written information effectively
Teamwork – Balances the needs of the team and individual responsibilities effectively, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, puts the success of the team above their own interests, is able to build morale and group commitments to goals and objectives, supports everyone's efforts to succeed
Visionary Leadership – Displays passion and optimism, inspires respect and trust and motivates others to perform well, mobilizes others to fulfill the University’s Mission Statement while embracing the University’s Core Values, provides vision and inspiration to peers and subordinates, exhibits self-confidence and confidence in others, influences actions and opinions of others effectively, accepts feedback from others, gives appropriate recognition to others
Quality Management – Looks for ways to improve and promote quality, demonstrates accuracy and thoroughness
Cost Consciousness – Works within their approved budget, develops and implements cost saving measures, conserves University resources
Ethics – Treats everyone with respect, keeps commitments, inspires others to trust them, works with integrity and ethically, upholds the University's Mission Statement and Core Values
University Support – Follows policies and procedures consistently, completes administrative tasks correctly and on time, supports the University’s Mission Statement and Core Values, Benefits the University through external community and professional activities, supports affirmative action and respects diversity
Professionalism – Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration regardless of their status or position, accepts personal responsibility for their own actions, and follows through with commitments
Quality – Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality, applies effective feedback to improve performance, and monitors their own work to ensure quality
Attendance/Punctuality – Is consistently at work and on time, ensures work responsibilities are covered when absent, arrives at meetings and appointments on time
Dependability – Follows instructions, responds effectively to their supervisor’s direction, takes responsibility for their own actions and keeps commitments, commits to long hours of work when necessary to reach goals, completes tasks on time or notifies appropriate person with an alternate plan
Initiative – Volunteers readily, undertakes self-development activities, seeks increased responsibilities, takes appropriate independent actions and calculated risks, looks for and takes advantage of opportunities to improve situations, asks for and offers help when needed
Associates degree or equivalent from two-year college or technical school; or six months to one year of directly related experience; or an equivalent combination of education and experience
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the University
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
To perform this job successfully, an individual should have a good working knowledge of commonly used Internet Browsers, Microsoft Excel, Outlook, and Word software
The employee must be at least 21 years of age and maintain a valid Texas driver’s license in order to drive any vehicle, including their personal vehicle, on behalf of the University

Responsibilities

Maintains order within the office by organizing and filing both electronic and paper, technical and administrative files, copies and mail;
Coordinates room schedules, textbook requests and publisher billing for the SOSM;
Answers emails and phone calls, responds to inquiries in a timely manner;
Manages and orders supplies and maintains the copy machine and office reference materials;
Updates event calendars, phone rosters, the SOSM web pages, and the Dean’s calendar as needed;
Welcomes visitors and answers students' questions;
Communicates upcoming tasks and deadlines concerning University policies, procedures, and timelines to the SOSM faculty and Dean in a timely manner;
Meets deadlines for submitting required academic information from the SOSM to other campus offices;
Arranges and schedules events and meetings, sends invitations, event itineraries, makes catering and facilities arrangements, prepares meeting notes, etc;
Assists with proctoring exams, running job-related errands, and conducting internet searches as needed;
Processes and transmits correspondence and reports, including editing grammar and correcting errors, making and distributing copies as needed;
Prepares purchase orders and check requests, and manages SOSM credit cards for all departments of the SOSM;
Monitors departmental budgets to assure fiscal responsibility and accounting for the SOSM;
Assists the Dean in maintaining open lines of communication and good will with all members of the University community;
Exercises vigilance in noticing needs inside and immediately outside the building and notifies the Dean or appropriate faculty member of perceived unsafe conditions;
Other general administrative duties or ad hoc projects as assigned (ensuring that any corresponding objectives, activities, and/or deadlines are communicated and enforced throughout the SOSM).