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ADMINISTRATIVE ASSISTANT II

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Position Details

Position Information

Position Title ADMINISTRATIVE ASSISTANT II
Position Number NDEVEEN30102
Slot Number 25
Job Description Summary

The primary purpose of this position is to provide complex administrative assistance or direct services to the Department Director and serve as the liaison between the office and the Board of Trustees, benefactors and students. This is accomplished by coordinating all communications with Board of Trustees, completing administrative, secretarial, database management and technical duties; assisting clerical and accounting staff, serve as supervisor of student workers and coordinating their clerical functions. Other duties include greeting of all benefactors, potential benefactors, students, faculty and staff, completing routine clerical tasks and support activities.

Required Job Knowledge, Skills, Abilities

Requires knowledge of a specific vocational, administrative, or technical nature.

Minimum Qualifications

Associate’s Degree.
Three years administrative support experience to include making arrangements for meetings, scheduling, and maintaining calendar.

Preferred Qualifications

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

Perform support tasks primarily involving all communication aspects of the Board of Trustees, benefactors, students, faculty, staff and customer service. Maintain all Trustee files, record minutes of board and executive committee meetings, attendance records, and communicate board information in packet form through e-mail. Secure all attendance records and minutes of all committee meetings. Provide Department Director a complete packet of all meetings one week prior to scheduled time. Maintain policy update information for Department Director’s review and ability to request committee review for future updates.

Percentage Of Time
Essential Function? Yes
Job Duty

Other clerical activities include e-mail communications, answering multiple phone lines, taking messages and referring calls. Maintaining the Foundation calendar to coordinate with Department Director’s schedule, process requests and provide information for office staff, Board of Trustees, board committee members, benefactors and students. Create reports in Donor2 to keep trustees and Department Director updated on recent gifts given, assist with maintaining data in Donor2 system and provide backup assistance in the absence of the Administrative Assistant I position. Serve as backup for Staff Accountant for all Foundation, Development and Former Student Association records.

Percentage Of Time
Essential Function? Yes
Job Duty

Receive daily gifts, make copies of checks, provide receipts (including cash), and prepare deposits on a daily basis. Completed deposits are given to Staff Accountant in secure bank deposit bag at the end of the workday. Copies of all checks, documentation and coordinating deposit bag verification slip are provided to Administrative Assistant I at the end of the work day.

Percentage Of Time
Essential Function? Yes
Job Duty

Coordinate and prepare travel requests and arrangements, submitting in a timely manner for approval for Director and Assistant Director. Complete travel reports for the Director and Assistant Director at the conclusion of travel. Prepare and submit monthly mileage reports for the Director. Compile weekly reports for the Director to the College President and submit in a timely manner.

Percentage Of Time
Essential Function? Yes
Job Duty

In the absence of the Staff Accountant, assist in ordering equipment, materials and supplies by initiating and processing requisitions, interacting with office personnel and maintain inventories.

Percentage Of Time
Essential Function? Yes
Job Duty

Coordinate meetings and projects as assigned by researching and compiling information for projects or events, overseeing workers assisting with projects, assembling presentation materials, equipment, supplies, reserving meeting rooms (including setup), coordinating refreshments and/or meals for meetings. Disassembling and securing room at the conclusion of the meeting or event.

Percentage Of Time
Essential Function? Yes
Job Duty

Prepare reports for both internal and external use by reviewing information, preparing materials, entering information into databases, reviewing draft information, proofreading all materials and submitting information to appropriate parties, and filing all essential documents.

Percentage Of Time
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 (N)ever Never occurs
Emergency Situation (N)ever Never occurs
Frequent Change of Tasks (N)ever Never occurs
Irregular Work Schedule/Overtime (N)ever Never occurs
Performing Multiple Tasks Simultaneously (N)ever Never occurs
Working Closely with Others as Part of a Team (N)ever Never occurs
Tedious or Exacting Work (N)ever Never occurs
Noisy/Distracting Environment

Primary Work Location

Primary Work Location Office Environment