Administrative Secretary II

About the position

The Administrative Secretary II provides administrative and secretarial assistance of a confidential and semi-complex nature to the Enrollment Operations Department. The ancillary services and support provided by an administrative department are critical to the overall operation of the University and its many academic departments.

Responsibilities

• Greets visitors and answers telephone calls. Assesses nature of business and refers to appropriate individual or department.
• Formats, keyboards and proofreads correspondence, manuscripts, reports, charts, tables, and other documentation that may be required by the University in the course of business. Assembles attachments and correspondence.
• Reviews forms, correspondence and documentation to ensure completeness before distribution.
• Coordinates schedules and appointments, and makes travel arrangements.
• Arranges conference calls, meetings, seminars, lectures, etc. and provides the requisite administrative, logistical and technical support.
• Attends meetings, takes and transcribes notes as required.
• Prepares, processes and maintains travel and expense reports.
• Prepares appropriate documents for new employees hired into the department, including I-9 forms as required.
• Directs, delegates or demonstrates work to students.
• Prepares purchase and work orders.
• Photocopies, faxes, or scans material.
• Sorts and distributes mail.
• Processes forms and applications.
• Composes general correspondence and written material.
• Assists with special events planning.
• Orders and maintains inventory of supplies.
• Performs other duties as assigned.

Requirements

• High school degree required.
• Experience working in higher education environment is preferred.
• A minimum of four (4) years of secretarial experience.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to learn and acquire new data processing skills.
• Ability to type with speed and accuracy.
• Ability to gather, retrieve, organize, and synthesize data in a logical manner.
• Internet navigation skills.
• Excellent interpersonal communication skills. Ability to communicate orally and in writing in a professional, clear and concise manner.
• Ability to work in a collaborative manner with peers and colleagues.
• Professional appearance and demeanor.
• Ability to multi-task and appropriately prioritize responsibilities in a fast-paced environment, with strong focus and attention to details and meeting deadlines.
• Strong customer service skills and an ability to maintain a positive attitude and approachable demeanor when dealing with employees, students, faculty, and the public.
• Ability to maintain confidentiality of personal and sensitive information.

Benefits

• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependents are eligible for Medical, Dental, Vision and Life Programs.
• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program.
• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities.
• Employee Discounts on products, services and educational opportunities.
• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Years); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable.