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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as assigned.
Advise prospective students about program and the program's requirements.
Provide reports for Chair as requested.
Coordinate and maintain student files, including confidential records and documents.
OFFICE MANAGEMENT RESPONSIBILITIES:
Provide administrative and clerical support for the faculty including: greeting visitors, answering phones, providing program information & referrals, taking and checking messages; scheduling daily appointments for the chair; maintaining an organized work area; processing incoming/outgoing mail – including e-mail and faxes; composing and typing routine correspondence; making copies of correspondence or other printed materials; maintaining office files and program databases; and, initiating requisitions for the department.
Supervise student assistants.
Provide reports on current projects.
Assist students as needed.
Coordinate all office activities and perform general office duties.
Other duties as assigned by the Department Chair.
QUALIFICATIONS 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.
EDUCATION and/or EXPERIENCE
High school diploma or GED required. Some college-course work preferred.
Previous office experience in higher education preferred.
KNOWLEDGE, SKILLS & ABILITIES
Ability to type 45 wpm.
Knowledge of standard office practices and procedures, including standard filing procedures.
Proficiency with an integrated administrative system, current software programs, and multi-line phone systems.
Proficiency with standard office equipment.
Ability to follow University and office procedures.
Knowledge of rules, standards, regulations, and laws regarding student records.
Ability to be discrete in handling confidential matters, while complying with FERPA regulations.
Ability to work independently and efficiently prioritizing and performing multiple tasks.
Ability to deal with difficult situations in a professional manner.
Ability to work independently with minimum supervision.
Ability to maintain a professional appearance and office atmosphere.
Strong organizational skills and ability to handle multiple tasks.
Ability to maintain professionalism while working with diverse groups and in various situations.
Ability to support and adhere to University and departmental policies and procedures.
Ability to provide and demonstrate excellent customer service.
Ability to maintain an organized work space and filing system.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
LANGUAGE SKILLS Ability to read and comprehend instructions, short correspondence, and memos. Ability to write standard business correspondence. Ability to effectively present information in one-on-one and small group situations to students, clients, and other University employees.
REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS 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 stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.