Administrative Support Associate IV - Department of Ophthalmology Visual & Anatomical Sciences

Wayne State University • Detroit, MI

3d • Onsite

About The Position

Wayne State University is searching for an experienced Administrative Support Associate IV - Department of Ophthalmology Visual & Anatomical Sciences at its Detroit campus location. Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Job Purpose:
Perform the full range of responsible secretarial functions as well as delegated complex administrative duties for an assigned academic or administrative unit in a School, College, Division or Center/Institute of the University.

Unique duties:
Act as liaison with the Office of International Students and Scholars (OISS) to process visas and work authorization requests; Support major departmental events.

Requirements

• High school graduate with additional business related courses or an equivalent combination of education and/or experience.
• Experience providing functional supervision and work leadership to clerical support staff.
• Progressive secretarial or general office experience, preferably within the University.
• Ability to operate the most advanced office equipment, including software necessary for desktop publishing, complex spreadsheet design and complex graphics.
• Excellent organizational skills including the ability to prioritize office workload and resolve operational problems.
• Excellent communication skills, including ability to disseminate instructions and information.
• Ability to communicate effectively with others.
• Ability to perform bookkeeping duties, including ability to analyze data and make projections.
• Ability to type with speed and accuracy, may include scientific terminology and mathematical equations.
• May be required to use transcription skills.
• Typically, incumbents have held a lower-level clerical and/or secretarial position.

Nice To Haves

• Knowledge of University policies and procedures preferred.
• Experience with Wayne State University Procurement, HR, and other WSU affiliate systems

Responsibilities

• Organize, monitor, and expedite the workflow in an assigned office. Route and answer routine correspondence and inquiries not requiring supervisory review. Identify and resolve operational problems and initiate follow-up actions on pending matters.
• Perform liaison functions between assigned unit and internal and external contacts. Provide advice regarding policies and procedures. Provide and obtain information concerning projects and unit activities and communicate supervisors’ intentions and preferences.
• Coordinate and process academic and non-academic personnel paperwork including full-time faculty. Identify and resolve processing problems to ensure personnel matters are affected in a timely manner.
• Perform complex typing duties and process complex documentation with the use of appropriate software, e.g., record and format minutes, type chemical structures, perform layout duties, and complex spreadsheet design.
• Perform bookkeeping duties including the tracking and monitoring of expenditures and the analyzing and projection of funds and financial data. May prepare routine monthly reports.
• Provide functional supervision of clerical support staff. Interview prospective clerical personnel and recommend for employment. Distribute work and review for completeness and accuracy. Train in appropriate methods and procedures.
• Keep calendar, schedule appointments, and make arrangements for meetings and conferences. Make appropriate complex travel arrangements as needed.
• Perform related work as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED