PO Box 444332
Administrative Assistant 2
(Women's Center Administrative Assistant)
Open for Recruitment: ||October 30, 2012 -
November 13, 2012|
Announcement #: ||01231090766
$12.25-13.50/hr (10-month, full time)
Full or Part Time: ||
August 1 - May 31 (acad yr)
Letter of Qualification
Major Function: RESPONSIBILITIES:
Supervised by the Womenís Center Director, the Administrative Assistant 2 performs a wide variety of administrative support functions to support the programs and activities of the Womenís Center. The Administrative Assistant applies detailed Womenís Center program knowledge in development and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational units, and external customers, while performing related work. The administrative assistant maintains oversight of daily office operations, including cleanliness of center lounge and library, scheduling work study students and staff related to office coverage, and ensuring that center office systems are up-to-date and understood by all staff and student workers.
Provide oversight of office support functions of Womenís Center by: (60% Essential)
Coordinate Womenís Center and LGBTQA Office budget and human resource functions by: (20% Essential)
- Coordinating routine and non-routine office functions;
- Overseeing centerís daily office operations; answering telephones, meeting and greeting center visitors or delegating tasks to student workers; ordering office supplies for routine and special projects;
- Composing letters, correspondence and memos requiring independent judgment;
- Compiling and analyzing information from a variety of sources to prepare reports; assisting in preparation of bi-annual reports; gathering and compiling center statistics; updating and maintaining center usage database
- Updating and maintaining centerís mailing lists; ensuring that mailing lists can be collated, separated and utilized separately and/or combined;
- Assisting in developing and maintaining center systems for student workers activities, including assigning duties and functions, scheduling work times, assigning projects;
- Scheduling meetings and coordinating arrangements for meetings, conferences and events.
Perform Other Womenís Center Duties by: (15% Essential)
- Processing a variety of financial and human resource transactions promptly, accurately and according to institutional policies and procedures, including electronic personnel action forms, financial approval queue, travel authorizations and reimbursements, claim vouchers, invoices, purchase orders, telephone bills, budget transfers, cost transfers, payroll cost transfers, budget reconciliation, budget reporting, and purchasing card statements;
- Monitoring center budgets and maintaining organized budget records;
- Meeting regularly with center director regarding budget updates and planning.
Represent Womenís Center by: (5% Marginal)
- Working independently to ensure smooth office function;
- Providing auxiliary program and event support.
- Scheduling appointments;
- Answering initial questions about the center, resources, programs and events;
- Staying informed of new and changing UI policies and procedures;
- Processing forms when needed, including library check out and return processing.
- Serving as a liaison between the office and other institutional student and academic affairs offices/programs and other UI campus support units, and external customers of the center;
- Performing other duties as needed.
MINIMUM QUALIFICATIONS: Knowledge, Skills, Abilities, and Personal Characteristics:
Good knowledge of office support functions including:
Experience: Working with underrepresented student populations; prioritizing and organizing multiple duties and responsibilities; independently solving problems/performing liaison activities in a work setting; budgeting/accounting; and coordinating activities.
- word processing,
- composing a variety of business documents,
- gathering and compiling data, and
- balancing and coordinating a workload for multiple projects.
ADDITIONAL DESIRABLE QUALIFICATIONS:
Education and Experience: Bachelorís degree in related area; Experience working in higher education
- Strong interest in gender and womenís issues and challenges faced by female and/or non traditional or underrepresented students
- Openness toward and willingness to work with LGBTQ (lesbian, gay, bisexual, transgender, queer/questioning) student and staff populations
- Word processing skills and familiarity with using the Microsoft Office suite
- Familiarity with University of Idaho policies, procedures, and Banner finance/student/human resource modules
- Creative approaches to problem solving
- Excellent time management skills
- Strong organizational skills, interpersonal skills
- Ability to professionally represent womenís center at various functions and meetings, both on and off campus, including at conferences and meetings
- Some knowledge of supervisory practices
- Ability to work weekends and other hours outside of regular business hours and holidays
This position is subject to the successful completion of a criminal background check.