Administrative Assistant, Advising and Academic Services (CL-2)

The Chronicle Of Higher Education, Inc.; City of Poughkeepsie (NY); On-site; USD 28,461 - 29,880; Full time

Job summary

The Chronicle Of Higher Education, Inc. is seeking an Administrative Assistant, Advising and Academic Services (CL-2) to provide specialized support. This position involves processing information, preparing reports, and performing administrative duties.

The ideal candidate will have at least 5-7 years of relevant experience and proficiency in Microsoft Office. Responsibilities include managing schedules, handling mail, and maintaining filing systems.

Qualifications

• 5-7 years of progressively responsible secretarial/clerical work or equivalent training, experience, and education.
• Ability to demonstrate general computer proficiency.
• Attention to detail and accuracy in processing forms and records.

Responsibilities

• Serve as a point of contact for students, parents, faculty, and staff.
• Maintain complex filing systems.
• Manage and reconcile budgets and financial records.
• Train and supervise student workers.

Skills

Intermediate Written Communication

Intermediate Office Organization

Intermediate Record & Data Processing

Intermediate Auditing & Data Reconciliation

Advanced Interpersonal Communication

Intermediate Responsibility

Advanced Organizational Knowledge

Education

High school graduate

Tools

Microsoft Office Suite

Job description

Position Title

Administrative Assistant, Advising and Academic Services (CL-2)

Department/School

Advising & Academic Services

Salary/Pay Rate

$20.66/hour - $21.69/hour

Job Summary

The Administrative Assistant, Advising and Academic Services (CL-2) provides specialized support to the Center for Advising and Academic Services by processing and compiling information, preparing reports, and completing other specific administrative duties.

Physical Effort & Work Environment

The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.

Vacation days may not be approved during the following "blackout" 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.

Minimum Qualifications

The ideal candidate will be a high school graduate, have 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. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite.

Requisite Skills

5B-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

6B-Intermediate Office Organization
Consistently demonstrates ability to manage operational aspects 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

7B-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

9B-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

15C-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

17B-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

18C-Advanced Organizational Knowledge
Consistently demonstrates extensive knowledge of entire University and outside organizations

Essential Functions

• 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

Type of Position

Full-time

Classification

CWA (Full-Time)

Months per Year

12

Work Schedule

Monday-Friday, 8:30am - 5:00pm

Hours per Week

37.5

Location

Marist University Main Campus

Number of Position Openings

1

Equal Employment Statement

Marist University is committed to creating an inclusive workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the University will strive to achieve the full and fair participation of all members of the Marist community. Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The University will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The University will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups. Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the University. It shall be considered a violation of University policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist University on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.