Administrative Assistant

Job Type:

Staff

Job Description:

The Administrative Assistant will support the daily operations for the Senior Vice Provost for Student Success including calendar management, letter preparation, event planning (focus Groups), Note taking for the SVP leadership team meeting, supporting the College of Osteopathic Medicine Student Progress Committee, coordinating the documentation and student requests to the Hardship Committee, and filling in when staffing shortages occur ie. lack of proctors for heavy exam days, and provides support for seasonal projects such as accreditation document preparations.

Essential Duties and Responsibilities:

Level I – Minimum

• Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor’s responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the department)
• Reviews, routes and prioritizes mail
• Arranges and coordinates meetings (including space and equipment)
• Utilizes basic word processing, spreadsheet and database computer applications
• Resolves routine questions and problems, and refers more complex issues to higher levels

Level II – Fully meets the responsibilities of Level I plus the following:

• Utilizes word processing, spreadsheet and database computer applications
• Obtaining or verifying information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines
• Applies basic to intermediate skills appropriate for the position or specialization
• Provides administrative support for a department by answering the phones and providing information, typing, making travel arrangements, and preparing expense reports
• Develops and maintains spreadsheets and data as needed.
• Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing announcements, agendas, maintaining inventory control, setting up files, making travel arrangements and reservations, and assisting with other events as they occur
• Assists with the planning, coordination, and execution of various KCU events, meetings, and other institutional activities
• Works under moderate supervision and clearly defined procedures

Qualifications:

Level I – Minimum

• High School Diploma or GED required
• Two years’ experience as an administrative assistant supporting more than one person
• Minimum three years’ experience in word processing and spreadsheets
• Ability to solve problems, prioritize and multi-task in a deadline driven environment
• Must have experience answering phone in a professional environment
• Must have excellent organizational skills, be detail-oriented, and a self-starter
• Exercise good judgment and discretion at all times
• Ability to be flexible, and able to shift priorities as demands change
• Able to work in a team environment and interact closely with team members
• Excellent interpersonal skills, with ability to interact effectively and work efficiently with people at all levels in an organization
• Excellent verbal & written communication skills
• Must be able to effectively handle multiple projects simultaneously in a deadline driven environment
• Keenly attentive to detail
• High level of proficiency with PC based software programs, including Microsoft Office Excel

Level II – Fully meets the qualifications of Level I plus the following

• High School Diploma or GED required
• Two years of college preferred
• Four years’ experience as an administrative assistant including two years’ supporting more than one person
• Minimum three years’ experience in word processing and spreadsheets
  

Physical Requirements:

• Physical dexterity sufficient to use hands, arms, and shoulders repetitively to operate a keyboard and other office equipment, use a telephone, access file cabinets and other items stored at various levels, including overhead
• Ability to speak and hear well enough to communicate clearly and understandably with sufficient volume to ensure an accurate exchange of information in normal conversational distance, over the telephone, and in a group setting
• Ability to continuously operate a personal computer for extended periods of time (4 or more hours)
• Mental acuity sufficient to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.

Annual Security Report

KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

Thank you for your interest in a career at KCU!