JOB SUMMARY: Under limited supervision, provides advanced clerical support for assigned department or division through office organization, records maintenance, reception, scheduling, and general support for the Institute of Culture & Environment and the Institute of Business & Public Policy.
REPRESENTATIVE DUTIES
- Greets and assists customers; answers phones and directs calls.
- Answers and directs telephone calls and emails to appropriate parties; greets and provides information to students, faculty, and other visitors; represents academic programs and university as needed.
- Maintains filing system; creates and maintains confidential and other files through data-base entry; maintains and reconciles basic budget and book-keeping; prepares paperwork necessary for administrative functions such as: textbook orders, desk-copy requests, purchase orders, ordering of office supplies, etc.
- Provides faculty with clerical and administrative functions such as: check requests, correspondence, copying, travel processes, etc.
- Coordinates with Information Technology to provide equipment maintenance and operational support of technology.
- Prepares program communication materials, including web-postings, fliers, posters, and other media.
- Manages communication with adjunct instructors, including documentation of contact information, preparation of contracts, and notifications regarding courses.
- Assists with course and classroom scheduling.
- Assists with planning and support for program events, seminars and meetings.
- Takes minutes at program area and university meetings as needed.
- Provides general upkeep of academic areas, and works with facilities and maintenance departments to maintain the cleanliness and functionality of academic spaces.
- Helps to create, maintain and organize documents necessary for Institute or program accreditation.
- Works with other staff across the campus to support APU as a whole.
- Supervises student workers as needed.
- Makes travel arrangements for department staff in accordance with company policy and prudent business practice.
- Completes, submits and tracks company forms such as travel/expense reports, check requests, company credit cards, purchase requests, and personnel action documents.
- Independently maintains department budget, investigating and documenting variances. Keeps records up to date and reports as required to Finance and own department leaders.
KNOWLEDGE and SKILLS
- Knowledge of customer services concepts and practices
- Knowledge of multi-line telephone systems operation.
- Knowledge of privacy laws and regulations.
- Knowledge of basic purchasing processes.
- Knowledge of filing procedures.
- Skill in operating office equipment.
- Skill in oral and written communication.
- Skill in maintaining and updating office and administrator schedules.
- Skill in establishing and maintaining cooperative working relationships with others.
- Skill in operating a personal computer utilizing a variety of software applications.
MINIMUM EDUCATION QUALIFICATION
One year of post-secondary (vocational-technical or college) education in office administration. Equivalent related training, education, or experience may be substituted for education.
MINIMUM EXPERIENCE QUALIFICATION
Non-supervisory – Three (3) – Five (5) years of skilled office support experience. Equivalent education, training, or similar experience may be substituted for relevant experience. May require experience specific to the department assigned.
ADDITIONAL REQUIREMENTS
Must possess a current and valid Alaska Driver’s License.
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