Administrative Assistant, Sponsored Programs and External Relations


Administrative Assistant, Sponsored Programs and External Relations

Human Resources
Monday, January 27, 2014
 Greets guests, answers telephone lines, processes mail, assists with special events, manages the Associate Vice President’s calendar, and provides general support for the Sponsored Programs and External Relations department.
Position Type: Full Time Staff
Department: Sponsored Programs and External Relations
Reports To: Associate Vice President (Dr. Deborah Roark)
FLSA Status: Non-Exempt
Location: Main Campus

Click here for how to apply

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Serve as receptionist for the Sponsored Programs and External Relations office including but not limited to: greeting visitors, providing general information and referrals; answering telephones; ascertaining the nature of calls, taking accurate messages; routing calls in a professional manner; directing visitors to the appropriate person/department; and monitoring reading and pamphlet materials in the reception area.

Provide clerical support for the Associate Vice President and other office personnel including but not limited to: maintaining an organized work area; processing incoming/outgoing mail – including e-mail and faxes; composing and typing routine correspondences; scanning and/or making copies of correspondence or other printed materials; ordering and maintaining supplies, and arranging for equipment maintenance/repair; and maintaining all grant and office files and documentation to ensure confidentiality for Sponsored Programs and External Relations.

Provide administrative support for the Associate Vice President and other office personnel including: establishing and maintaining standard office operations, e.g. filing system, procedures manual, etc.; assisting with required periodic reports for Sponsored Programs and External Relations; coordinating schedules and establish appointments for staff members as well as travel arrangements; coordinating and arranging meetings, preparing agendas, reserving and preparing meeting facilities, arranging conference calls, and recording and transcribing minutes of meetings; updating website.

Provide accounting support for the Sponsored Programs and External Relations office by compiling and sorting documents, e.g. invoices and checks; verifying and posting details of business transactions such as funds received and disbursed; totaling accounts to computer spreadsheets and databases; initiating faculty contracts and payroll and purchase order requisitions and auditing invoices against purchase orders; researching discrepancies and approving for payment; investigating vendor problems with obtaining payment for bills; computing and recording charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items; preparing vouchers, invoices, account statements, reports, and other records, and reviewing for accuracy; researching general ledger information; reconciling report discrepancies and problems; entering data into the Colleague administrative system; preparing for year-end audits; reviewing, balancing, and interpreting database reports, and making corrections; assisting University employees by answering questions related to accounts, procedures, and services.

Other duties as assigned by Associate Vice President.

QUALIFICATIONS

To perform this job successfully, and 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

Associates degree (or equivalent hours) with at least six hours of college-level accounting required.
Three to five years of office experience required.
Experience in higher education environment preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Ability to type 50 w.p.m.
  • Proficient use of standard office equipment.
  • Demonstrated intermediate proficiency with MS Outlook, Excel and Word required; demonstrated competency with MS Access, Publisher, Power Point and utilization of an integrated administrative system preferred.
  • Capability in analyzing account activity and preparing appropriate correcting entries with minimal supervision.
  • Strong attention to detail and quality of work.
  • Strong organizational skills and ability to handle multiple tasks.
  • Ability to be discrete in handling confidential matters, while complying with FERPA and privacy regulations.
  • Ability to work well with faculty, staff, students, and other constituents of the University.
  • Ability to maintain a professional appearance and office atmosphere.
  • Ability to support and adhere to University and departmental policies and procedures.
  • Ability to provide and demonstrate excellent customer service.
  • Knowledge of standard office practices and procedures, including filing.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to work independently and efficiently to meet deadlines with minimum supervision.
  • Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks. 
  • Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
  • Ability to maintain an organized work space and filing system.

CERTIFICATIONS/LICENSES

Valid Texas driver’s license and clean driving record.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, emails and memos. Ability to write standard memos, letters, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from university constituents. Pleasant and clear telephone voice.

MATHEMATICAL SKILLS

Ability to calculate figures (add, subtract, divide and multiple) such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS

The 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; climb or balance; stoop; kneel, crouch or crawl; and talk or hear and taste or smell. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color 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.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. Some evening and weekend hours, as required. Ability to travel within the local area.

To apply for an open staff position please send a current resume and a cover letter indicating position desired to: hr@txwes.edu, or Office of Human Resources, Texas Wesleyan University, 1201 Wesleyan, Fort Worth, TX 76105.

Contact Information


Office of Human Resources
Oneal-Sells Building, room 110

Phone: 817-531-4403
Fax: 817-531-4402
Email: HR@txwes.edu
Hours: Mon-Fri, 8am - 5pm

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