General Statement of Job

The Administrative Assistant—Communication/PSB will provide essential operational support to the Communication Department, Plaster School of Business (PSB), and SBDC (Small Business Development Center) to facilitate effective administrative operations. This full-time position is 30 hours per work week, with benefits and a starting pay of $14.00 an hour. The position will be split 50:50 between the departments of Communication and the Plaster School of Business.

Specific Duties and Responsibilities

Essential Duties:

Provide administrative support to operations of the Communication Department, SBDC, and PSB, including but not limited to:

• Greet visitors.
• Answer phone calls and emails.
• Uphold client confidentiality in all SBDC-related activities.
• Cover the office during staff absences.
• Order and maintain office supplies.
• Assist with financial data entry and processing.
• Assist with the development, maintenance, and updating of marketing and other materials.
• Provide specific information, reports, and/or special services as requested.
• Supervise student workers.
• Manage various administrative projects as needed.

Provide registration support to students and faculty, including but not limited to:

• Enter class schedule into Banner.
• Assign students to an academic advisor.
• Update and maintain departmental planning sheets.
• Update and maintain current student files.

Assist with organizing and coordinating events and meetings, including but not limited to:

• Make room reservations.
• Arrange catering.
• Distribute invites.
• Set up and take down event materials.
• Record departmental minutes.

Provide graduate-level program support including, but not limited to:

• Assist graduate program coordinators/directors with graduate program handbooks:
  • Ensure handbooks are updated.
  • Ensure handbooks remain in compliance with university policy.
  • Ensure handbook language is consistent on all media.

• Assist program coordinators/directors in maintaining plans of study:
  • Update plans as students drop/withdraw/fail courses.
  • Regularly communicate updated plans of study to all graduate students.
• Performs other related duties as required.

Education, Experience

High school diploma or GED equivalent is required. A bachelor’s degree from an accredited four-year college or university is preferred.

A minimum of two years of work-related skill, knowledge, or experience is required; or an equivalent combination of education and experience.

Valid driver’s license and the ability to meet insurance requirements for driving University owned, leased, or rented vehicles.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires the ability to read, write, and comprehend instructions, correspondence, and memos.
• Requires the ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
• Requires the ability to communicate orally (in person and by telephone) and in writing.
• Requires the ability to effectively operate a computer (Microsoft Word, Excel, e-mail, and internet skills) and the ability to use (or learn) the Purchase Order, Student Data, and other software systems.
• Requires the ability to use small office equipment, including copy machines or multi-line telephone systems.
• Requires the ability to meet deadlines, maintain the highest level of confidentiality, and work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel, including the use of a computer keyboard; reach with hands and arms; and talk or hear, including the use of a telephone. The employee is frequently required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, texture perception, and the ability to adjust focus. The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.