JOB PURPOSE STATEMENT:
Performs a variety of technical and complex administrative support duties for one or more administrators. Coordinates and performs administrative projects within a department.Coordinates workflow and support activities for the office and often for various departments in front office administration.
ESSENTIAL DUTIES & RESPONSIBILITIES:
1. Provides support to an administrator of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the department and a basic understanding of the functions and procedures of other divisions.
2. Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
3. Provides administrative support by preparing forms, revisions, and final documents to support proceedings.
4. Takes notes and transcribes proceedings, as required. Types (keyboards) from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports, and statistical data.
5. Independently composes original correspondence and forms on routine department matters.
6. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information as appropriate, or routing calls to others.
7. Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times.
8. Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval processes contract documents for approval.
9. Performs special projects as assigned. Conducts research of file libraries, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
10. Prepares requisitions and claims for reimbursement.
11. Performs other duties as assigned that support the overall objective of the position.
SKILLS & QUALIFICATIONS:
- The position requires in-depth knowledge of modern office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
- Requires a working knowledge and skill at using personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used by the organization unit, and data entry onto custom databases. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping.
- Requires sufficient knowledge of proper English/Arabic usage, grammar, spelling, and punctuation to prepare professional correspondence.
- Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
- Requires the ability to independently perform all the duties of the position.
- Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain, and apply knowledge of district and division organization, operations, programs, functions, special terminology used in the organization unit of a variety of administrative details.
- Requires the ability to prepare spreadsheets, graphs, and charts, and enter, import, and export data to and from databases.
- Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
- Requires the ability to communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the organization unit