PO Box 444332
Administrative Assistant 1
Department of Mathematics
Open for Recruitment: ||January 2, 2013 -
January 20, 2013|
Announcement #: ||01235044513
Full or Part Time: ||
Halftime 9 month (Academic Yr)
Letter of Qualification
Responsible for word processing a variety of documents; helping to maintain files and filing systems; answering telephone and directing callers to the appropriate people; answering email and routing questions to appropriate people, scheduling classrooms, scheduling appointments, updating and maintaining department websites; desktop publishing; assisting with departmental events and other projects as assigned.
This is a 50% time, academic year appointment with flexible hours.
Responsibility: % of Time, Essential/Marginal
Prepares departmental correspondence by: 30%, E
Composing a variety of documents through the utilization of word processing programs;
Proofreading and editing material for correct sentence structure, grammar, punctuation or spelling;
Performing desktop publishing;
Determining layout and formatting of flyers, newsletters, brochures, tables or posters using Microsoft Publisher or other appropriate software;
Preparing, developing, formatting, and maintaining spreadsheets and databases using Microsoft Excel to analyze and prepare reports;
Composing mailings for graduate correspondence, summer workshops, and open grant programs;
Developing and maintaining departmental websites;
Composing and corresponding emails from (email@example.com) as inquires are requested.
Contributes to office operations by: 30%, E
Utilizing knowledge of internal office systems and department programs to process forms or documents through a series of steps (copying/scanning faxing/collection of student evaluation data);
Maintaining files and record systems;
Reviewing documents to verify accuracy and completeness;
Responding to inquires for graduate program information;
Organizing and maintaining documentation for major grant programs;
Scheduling classrooms and requesting classroom changes;
Scheduling meetings, updating chairs calendar;
Assisting with preparation and activities for Vandal Friday, Graduation and other departmental events;
Requesting service calls for departmental equipment and facilities (requesting approval from Math Program Coordinator when service requires funding).
Provides customer service and supports of office operations by: 35%, E
Receiving and routing calls to appropriate staff, greeting/screening visitors;
Explaining general information to callers or visitors relating to departmental procedures and operations;
Opening and distributing mail;
Ordering, maintaining, and organizing supplies as needed with approval from Math Program Coordinator;
Maintaining and organizing journals.
Contributes to team effort by: 5%, M
Informing office staff about daily tasks, deadlines, and other departmental issues to keep office running smoothly;
Performing other duties as assigned.
Good knowledge of: Office support functions including word processing, filing, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects.
Must: Applicants who are selected as final possible candidates must be able to pass a criminal background check.*
ADDITIONAL DESIRABLE QUALIFICATIONS:
Experience or training: With computer software including: Microsoft Word, Excel, and Publisher.
Experience: With University of Idaho procedures; FrontPage, HTML, Dreamweaver, or other webpage software; and computers (troubleshooting with programs and hardware) and the world wide web.
Banner training: Is a plus, although not necessary as long as candidate is willing to train immediately.