Staff Assistant

E03 Vermont State University; Randolph (VT); On-site; USD 24,796 - 28,929; Full time

Job summary

Vermont State University Randolph campus is seeking an administrative assistant to coordinate a broad range of office functions within the college division. The role includes invoicing, budget tracking, filing, event scheduling and timely reporting.

You will support faculty, staff and students, greet visitors, manage correspondence, supervise student workers, and help maintain the department website. A associate degree and 3–5 years of clerical experience plus strong MS Office skills are

Qualifications

• Associate’s degree plus three to five years of relevant experience or equivalent combination.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel).
• Judgment and discretion in moderate to complex clerical work.
• Knowledge of higher education policies, procedures and office management.

Responsibilities

• Provide general administrative support to school administration, faculty and students.
• Plan, coordinate and carry out daily activities and operations for assigned functions.
• Process invoices and budget documents; monitor expenditures.
• Greet visitors; handle inquiries and maintain a positive customer service attitude.
• Supervise student workers and assist in event scheduling and reporting.

Skills

Customer service

Communication skills

Planning & organization

Analytical skills

Education

Associate’s degree

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Basic Function

To coordinate and carry out a variety of key administrative support functions of a college division, department or program.

Characteristic Duties & Responsibilities

Provide general administrative support to school administration, faculty and students. Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions. Process incoming maintenance work requests, and radio dispatch proper personnel as required to address urgent requests. Process all facilities related invoices for approval. Handle inquiries including walk‑ins and phone calls; greet and direct visitors including at open house functions, with a positive, friendly and cooperative customer service attitude. Accept delivery of all incoming packages, sort and distribute mail. Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained – complete work orders when necessary. Assist in department budget planning. Monitor expenditures and process budget documents. Assist in designing, implementing, and maintaining departmental filing, record‑keeping and reporting systems. Assist in campus event scheduling, coordination, and associated billing procedures. Coordinate, initiate, prepare, process and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/College personnel, students, parents, and/or individuals outside of the College. Organize and coordinate various department activities and events, including, but not limited to, arranging for all necessary facilities, staffing, scheduling, and advertising/promotion. Develop (write, design, draft, edit, etc.) various documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like. Assist with department website maintenance. Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures, and schedules. Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources. Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency; present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary. Perform other specialized/technical tasks related to assigned functions. Train and supervise the daily activities of assigned student workers. Perform other duties as assigned.

Supervision Received

Minimal supervision is received from a senior administrator or department director.

Supervision Exercised

Administrative and functional supervision of student workers.

Minimum Qualifications

Associate’s degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired. Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel. Demonstrated experience with a full range of moderate to complex clerical work assignments involving the use of judgment and discretion. General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures and practices. Good planning, organizational, administrative, and analytical skills to ensure multiple deadlines are met. Ability to work with confidential information and to apply maturity and discretion in the daily operational role. Strong customer service experience. Effective communication skills including the ability to deal effectively with a broad range of individuals and groups within and outside the college.

Schedule

Weekly: 37.5 hours.
Budgeted wage for this position: $18.57 per hour. Exempt status: Non‑Exempt. Grade: S09.