Administrative Assistant (CL-2), School of Social and Behavioral Sciences

Marist University•Poughkeepsie, NY

1d•$21 - $22•Onsite

About The Position

Marist University invites applications for the position of Administrative Assistant (CL-2) in the School of Social and Behavioral Sciences. The Administrative Assistant (CL-2) provides specialized support to a department or office by processing and compiling information, preparing reports, and completing other specific administrative duties. Vacation days may not be approved during the following "black out" periods: two weeks before and two weeks after the starting date for the fall semester; one week before and two weeks after the starting date for the spring semester; and during the two-week period leading up to graduation.

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
Intermediate Written Communication: 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 office
Intermediate Office Organization: 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
Intermediate Record & Data Processing: 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
Intermediate Auditing & Data Reconciliation: Consistently demonstrates ability to audit accuracy of data and investigate discrepancies, as well as reconcile expense reports. Errors are located using developed attention to detail. Errors committed are of average severity, and overall risk to institution is concerning and may necessitate corrective action
Advanced Interpersonal Communication: Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action
Intermediate Responsibility: 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
Advanced Organizational Knowledge: 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. Answer questions as able or refer inquiries to appropriate person
Open, sort and distribute office mail. 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
Purchase office supplies and equipment when needed
Train and supervise student workers
Maintain knowledge of state and federal regulations pertinent to position
Possess intimate knowledge of entire institution
Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people
Perform other job-related duties as required