Under general supervision of the Vice President for Academic Affairs, the Administrative Assistant performs a variety of complex, responsible, and confidential secretarial and administrative duties requiring a thorough knowledge of organizational procedures and precedent; supervises office clerical staff and performs related work as required. The position requires the ability to work independently, exercising judgment and initiative.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by the Vice President.
Takes dictation in shorthand or by machine and transcribes notes on computer, or transcribes from voice recordings.
Composes and types routine correspondence and prepares outgoing mail.
Files correspondence and other records.
Places outgoing calls and answers telephone and gives information to callers on routine calls or routes call to appropriate officials.
Maintains appointment schedules and calendar.
Screens and greets visitors, ascertains nature of business, and conducts visitors to administrator or appropriate person.
Responds to emergencies in administrative area.
Arranges travel schedule, reservations and meetings.
Assists in agenda preparation, compiles and types reports.
Gathers information and contacts meeting and program participants.
Records minutes of staff meetings.
Makes copies of correspondence or other printed matter.
Plans and organizes such events as fall under the auspices of the Office to the Vice President.