Staff Assistant, Student Affairs

University of New England | Biddeford, ME

Posted Date 1/12/2018
Description

The Staff Assistant coordinates and carries out a variety of key administrative support functions for a University division, department or program.

Responsibilities

  • Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.
  • Assist in departmental budget planning; monitor expenditures and process budget documents.
  • Assist in designing, implementing and maintaining departmental filing, record keeping and reporting systems, including computer applications.
  • Coordinate, initiate, prepare, process, and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion and review of documents by department/University personnel, students, parents and individuals outside the University system.
  • Organize and coordinate various department activities and events, including arranging for all necessary facilities, staffing, scheduling, advertising/promotion, and other related tasks.
  • Prepare (write, design, draft, edit, etc.) various written documents related to assigned functions, such as policy and procedure manuals, instructional materials, and so forth.
  • Participate in key departmental planning activities related to assigned functions, with a focus on:
    • compiling background information/data needed for planning purposes
    • drafting outlines, policies, procedures, schedules, forms, related instructional and promotional material
    • coordinating the implementation of new program plans or operating policies/procedures/schedules, etc.
  • Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.
  • Serve as liaison with students, faculty, staff, parents, trustees, alumni, vendors, and/or other key internal and/or external department constituency.
  • Present information on department programs:
    • explain, interpret and enforce standard policies and procedures
    • process special requests
    • discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary
  • Perform other specialized/technical tasks related to assigned functions.
  • Confer regularly with immediate supervisor, department/University personnel, and relevant outside organizations and individuals to plan, coordinate and evaluate programs/projects/ activities/policies, exchange information and resolve problems.
  • Support, schedule, compile, and maintain activities and records of departmental research, grants, and drug trials.
  • Perform regular secretarial duties for senior department staff or administrators on a limited basis:
    • answer phones and carry out standard reception tasks
    • type/print using word processor correspondence, reports, etc.
    • order office supplies
    • maintain appointment calendars
    • screen and distribute mail
    • photocopy; set up meetings, etc.
  • Perform other duties as required.

Qualifications

  • Associate’s Degree in an appropriate discipline, with three to four years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.
  • Good planning, administrative and organizational skills.
  • Good writing, math and basic research skills.
  • Good typing/word processing and other general office skills.
  • Previous experience in organizing and maintaining a moderately complex filing and record-keepings systems, including relevant experience with computerized information systems.
  • Good general understanding of the higher education organizational structure and its administrative operations.
  • Ability to deal effectively with a wide variety of individuals inside and outside of the University community.
Geographic Region
Maine Beaches
Industry
Education

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AddressBiddeford, ME