Administrative Assistant I

The Administrative Assistant I performs a variety of administrative tasks, including financial and human resources tasks, to support the students, staff, and faculty of a department or unit.

• Provides general assistance and information to students, faculty, and staff as required
• Performs general office tasks, including, but not limited to, answering phones and emails, ordering office supplies, running reports, ordering promotional items, and ordering business cards
• Organizes and maintains department files
• Receives and submits facilities requests; coordinates the planned maintenance and acquisition of equipment and services from the IT and Facilities departments
• Prepares and distributes communications and correspondence on behalf of others
• Assists with contracts as required, gathering quotes and documents and obtaining signatures.
• Processes vouchers, expense reports, invoices, and monthly P-card statements
• Assists with budget preparation by preparing and submitting cost center verifications and expense reports, updating spreadsheets as necessary
• Maintains diaries and schedules for others as necessary, including scheduling appointments, organizing meetings, and making travel arrangements
• Assists with coordinating events; attends and assists at events as required

• Performs all other duties as assigned
• Performs tasks related to specific departments/colleges.

Direct Reports:

• May supervise Student Employees

Delegation of Work:

• May assign work to subordinate(s)

Supervision Given:

• May supervise the work of student workers

Required Education:

• High School Diploma or equivalent

Required Experience:

• Minimum of one (1) year of related job experience

License/Certification:

• None required

• Associate's degree is preferred

Knowledge:

• Knowledge of basic office and administration tasks and equipment;
• Knowledge of relevant university policies and procedures

Skills:

• Good technical skills, including proficiency in MS Office and PeopleSoft;
• Strong analytical and problem solving skills;
• Excellent interpersonal, communication, and customer service skills;
• Good attention to detail;
• Strong organizational skills

Abilities:

• Ability to follow instruction and work in a timely manner;
• Ability to multitask; ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is performed in a typical interior work environment, which does not subject the employee to any unpleasant elements;
• Individual has discretion in relation to walking, standing, etc., and has minimal exposure to physical risks. Must have precise hand-eye coordination and the ability to identify and distinguish colors
• Must have the ability to move items of up to 30 lbs

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.