Administrative Assistant

Kent State University; Kent (OH); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Health benefits

Job summary

Kent State University in Ohio is seeking an Administrative Assistant to provide administrative support to faculty and administrators, coordinate daily business functions, and help with programs and projects. Reports to designated supervisor.

The position requires a high school diploma plus 18 months of training in office administration, or equivalent experience, and at least two years of secretarial/administrative support experience.

Qualifications

• High school diploma plus completion of 18 months formal training in office administration, public administration or related field (or equivalent training or experience which provides comparable knowledge, skills, and abilities).
• A minimum of two years’ experience in providing secretarial/administrative support in increasingly demanding positions.
• Knowledge of bookkeeping/accounting procedures and terminology; office practices and procedures; specific software may be preferred.
• Proficiency with Microsoft Office Suite and strong interpersonal communication.

Responsibilities

• Serves as liaison and acts on behalf of administrator in dealings with people within and outside the University; represents administrator at meetings and conferences; may compose non-routine correspondence.
• Coordinates and monitors department budgets and expense accounts; approves expenditures and signs financial forms; researches discrepancies; assists in budget projections.
• Assists in administration of department programs/projects; ensures compliance with policies; drafts and composes reports; provides technical advice to aid decision making; answers questions.

Skills

Interpersonal communication

Public speaking

Written communication

Microsoft Office Suite

Time management

Education

High school diploma + 18 months formal training in office administration or related field

2 years’ experience in secretarial/administrative support

Job description

Job Title:

Administrative Assistant

Salary:

$18.67

Basic Function:

Provides administrative support to assist administrators and faculty in achieving department goals through liaison activities, coordination of daily business functions, and implementation of programs/projects. Reports to designated supervisor.

Examples of Duties:

• Serves as liaison and acts on behalf of administrator in dealings with people within (e.g., Directors, Chairpersons, etc.) and outside the University (e.g., representatives of agencies, professional contacts, etc.); represents administrator at meetings and conferences; may make presentations at meetings and conferences; independently composes non-routine correspondence on behalf of supervisor and/or under own signature.
• Coordinates and monitors multiple department budgets and expense accounts; approves expenditures and signs various financial forms; researches and reconciles discrepancies; assists in budget projections.
• Assists in the administration of department programs/projects; ensures compliance with policies, procedures, and regulations originating within and outside the University; participates in departmental procedures and policy changes; researches and analyzes information; drafts and composes reports; provides technical advice and information to aid administrator in decision making; answers questions and resolves problems concerning administration of program and projects.
• Directs the work of other clerical/secretarial staff and student employees by training, evaluating, assigning duties, and providing information about changes in department and University policies and procedures; may make hiring, firing, and disciplinary recommendations.
• May coordinate and monitor faculty and or staff actions (e.g., hiring, promotion, termination, etc.); serves as liaison between affected individuals and departments (e.g., Academic Personnel, Payroll, etc.); maintains records and files; ensures policies and procedures are followed.
• May assist with special projects.
• Performs related duties as required.

Minimum Qualifications:

High school diploma or equivalent plus completion of 18 months formal training in office administration, public administration or related field (or equivalent training or experience which provides comparable knowledge, skills, and abilities). A minimum of two years’ experience in providing secretarial/administrative support in increasingly demanding positions.

Knowledge Of:

• Bookkeeping/accounting procedures and terminology, if required by position
• Office practices and procedures
• Specific software may be preferred

Skill In:

• Interpersonal communication to effectively interact with University personnel and public in person and over the telephone (e.g., to explain information, explain policies and procedures, handle sensitive inquiries, etc.)
• Public speaking, if required by position
• Written communication (e.g., to compose reports, speeches, correspondence and memos)

Ability To:

• Resolve problems independently and make decisions
• Define problems, collect data, and draw valid conclusions
• Apply policies and procedures
• Train and provide effective work direction to other employees
• Manage time effectively and set priorities
• Carry out or assist in implementing changes
• Establish and implement office procedures
• Establish methods to gather, collate, and classify information
• Read and comprehend a variety of written information
• Utilize Microsoft Office Suite
• Maintain accurate records
• Perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)
• Learn and utilize specific software applications
• Manage time effectively and set priorities

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Must pass a security check.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

For official job descriptions, visit www.kent.edu/hr.

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco use are not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free.

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.