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ADMINISTRATIVE ASSISTANT I

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Position Details

Position Information

Position Title ADMINISTRATIVE ASSISTANT I
Position Number NDEVEEN30102
Slot Number 24
Job Description Summary

The purpose of this position is to provide clerical or direct services to Foundation Services, Development and Alumni Service and Grants Departments, tracking of various projects and programs and administrative support for department projects. This is accomplished by answering phones for multiple departments; providing customer service to donors, students, faculty, staff and the public; tracking the daily cash log; assisting with tracking of special projects and grants; maintaining project and donor records; maintaining mailing lists and providing administrative assistance with various campaigns.

Other duties include performing routine clerical tasks and support activities, and working as a supportive and integrated team member for all initiatives of the Offices of Development and Alumni Services, Foundation and Grants.

Required Job Knowledge, Skills, Abilities

Proficient in Microsoft Office Word, Excel and Outlook

Strong written and verbal communication skills.

Excellent organizational skills.

Detail-oriented with high degree of accuracy maintaining records.

Strong customer service skills.

Ability to communicate courteously and effectively with clients, students, staff, and public.

Minimum Qualifications

Associate’s degree. One year administrative support related experience.

Preferred Qualifications

Administrative support to department of Development Foundation Services experience at a university or community college.

Job Duties

Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Job Duty

Performs routine support tasks primarily involving customer service and clerical activities by answering the phone and taking messages, referring callers, maintaining calendars, processing requests for information and providing information, opening and distributing mail, maintaining the cash log, answering routine inquiries; and filing and maintaining data, correspondence, files, and reports.

Percentage Of Time 30
Essential Function? Yes
Job Duty

Assists with the tracking of various projects and campaigns for Development and Alumni, Grants and Foundation Services by maintaining and updating donor and campaign mailing lists, preparing mail outs, tracking volunteer tasks, special event tracking and grant submission tracking.

Percentage Of Time 20
Essential Function? Yes
Job Duty

Maintains various department inventories by reviewing supplies and equipment for departments, ordering replacements or new materials, updating departmental information, and maintaining other resources as needed for the departments.

Percentage Of Time 10
Essential Function? Yes
Job Duty

Orders equipment, materials and supplies by initiating and processing requisitions, interacting with other departments and personnel, maintaining inventories and monitoring budget expenditures for various department heads.

Percentage Of Time 10
Essential Function? Yes
Job Duty

Maintain electronic filing system for all departments, facilitating migration from paper files to electronic tracking.

Percentage Of Time 10
Essential Function? Yes
Job Duty

Assemble materials, equipment, supplies, reserve meeting rooms, coordinate refreshments and/or meals for meetings, as needed. Disassemble and secure room at the conclusion of the meeting or event.

Percentage Of Time 10
Essential Function? Yes
Job Duty

Works as a supportive and integrated team member for all initiatives of the Office of Development and Alumni, Foundation and Grants Services.

Percentage Of Time 10
Essential Function? Yes

Job Requirements

Supervision of Employees Yes
Human Collaboration MODERATE
Decision Making and Independent Judgment MODERATE
Budget Responsibility Compiles data used to develop a budget. Enters budget data.
Other Requirements

Physical Demands

Physical Demands

Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.

Physical strength for this position is Sedentary - Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Machines, Tools, Equipment, Software, and Hardware

Machines, Tools, Equipment, Software, and Hardware

Computers, printers and related Microsoft software products

Protective Equipment Required

None.

Health and Safety Factors

Mechanical Hazards N - Never
Chemical Hazards N - Never
Electrical Hazards N - Never
Fire Hazards N - Never
Explosives N - Never
Communicable Diseases N - Never
Physical Danger and Abuse N - Never

Environmental Factors

Respiratory Hazards N - Never
Wetness/Humidity N - Never
Noise and Vibration N - Never
Physical Hazards N - Never
Extreme Temperatures N - Never

Non-Physical Demands

Time Pressure (O)ccasionally Up to 1/3 of the time
Emergency Situation (N)ever Never occurs
Frequent Change of Tasks (F)requently From 1/3 to 2/3 of the time
Irregular Work Schedule/Overtime (R)arely Less than 1 hour per week
Performing Multiple Tasks Simultaneously (O)ccasionally Up to 1/3 of the time
Working Closely with Others as Part of a Team (F)requently From 1/3 to 2/3 of the time
Tedious or Exacting Work (F)requently From 1/3 to 2/3 of the time
Noisy/Distracting Environment (O)ccasionally Up to 1/3 of the time

Primary Work Location

Primary Work Location Office Environment