Senior Administrative AssistantOriginal Posting Date 13-Dec-2011
STARS Requisition number 15102BR
Department Sci Quan Reasoning Ctr
University Generic Title Senior Administrative Assistant
Bargaining Unit L34
Job Category Clerical & Technical
Type of Employment Part Time
If Part-time, total # of hours to be worked 20 hours/week
Duration Type Regular
(Min/Max)">Salary Grade(Min/Max) (Min/Max)">D
Work Week Flexible Based on Departmental Needs
Work Hours (Other than Standard) Preference for afternoon hours, but department has flexibility.
Work Location Central Campus
Worksite Address 1 Prospect Street, SSS20
Position General Purpose/Overview of Responsibilities: Under the direction of the Assistant Director of the Science & Quantitative Reasoning Center, provide complete program, financial and administrative support to the Center and its related programs. Help design, develop and implement new procedures, policies and programs.
Essential Duties 1. Design and develop new administrative processes and procedures. Automate work processes to reduce or eliminate paper forms through the use of databases and online forms. Redesign existing forms to simplify processes. Identify problems with workflow, equipment and environment and make suggestions for improving efficiency of the workplace.
2. Provide all administrative support for the Center using existing processes or new processes as they are developed. This includes preparing for events, fellowship application processing, expense reimbursements, setting up student employment and casual payroll, financial statement review, and supporting the tutoring and STARS programs.
3. Complete monthly financial review and reconciliation on a timely and accurate basis. Identify, research and resolve problems related to financial matters. Prepare/approve various financial transactions in accordance with University policies and procedures.
4. Input, process, and retrieve data from Oracle financial and administrative applications, the procurement query tool, data warehouse, SEO hiring database, word processing and spreadsheet software, and other database systems.
5. Based on specialized knowledge and experience, provide information to faculty, students, and staff related to programs, policies and procedures of the Science and QR Center.
6. Update and maintain the Science and Quantitative Reasoning website pages using Drupal and other programs as needed.
7. Assist with preparation and support for meetings and academic and program events.
8. Schedule and coordinate travel arrangements as needed.
9. Engage in any other administrative duties for the office that may arise. Assist with special projects.
10. Perform additional duties as assigned.
Required Education and Experience 1. Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Additional Education and Experience 1. Preferred: knowledge of, or experience with, undergraduates. Knowledge of science, quantitative reasoning and/or research. Demonstrated knowledge of database queries (e.g., Brio, Access, etc.).
Skills & Abilities 1. Demonstrated excellence in customer service skills. Ability to represent the office professionally; ability to communicate orally and in writing in a clear, pleasant, and grammatically correct manner.
2. Demonstrated ability to initiate and complete tasks with minimal supervision. Ability to prioritize work, manage multiple tasks and meet deadlines in a time-constrained environment.
3. Excellent attention to detail and accuracy with a demonstrated ability to concentrate and perform with constant and varied interruptions.
4. Excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, Outlook and PowerPoint or equivalent; Adobe, Internet navigation skills. Dexterity in manipulating raw data into whatever form the Center requires.
5. Flexibility/creativity in applying Excel, Adobe and other capabilities & tools to meet programmatic needs.
6. Knowledge of web content management software.
7. Ability to interpret policies, procedures, regulations and guidelines accurately. Knowledge of accounting practices, procedures and generally accepted accounting principles. Ability to make decisions independently when appropriate.
8. Professionalism, maturity and an ability to work with confidential information.
9. Highly self-motivated, with excellent follow-through and initiative.
Background Check Requirements All external candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle and credit checks based on the position description and job requirements. All offers are contingent on successful completion of a background check. Please visit for additional information on the background check requirements and process.
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