Program Assistant 2

Job Summary

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar. Website updating and advertising of seminars, colloquium, and special events. Provides backup assistance for expense reimbursements.

Specific Responsibilities:

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar. 
• Enters information into spreadsheets &/or databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Assists with compiling documents for faculty promotion cases.
• Assists with key distribution and tracking.

Website

• Coordinates content maintenance and updates of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
• Maintains social media for department and other advertising.

Accounting

• Verifies income &/or expense.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts. 
• Assists with reconciliation of accounts.
• Investigates & resolves discrepancies.
• Completes routine payroll actions.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration weekly department seminars & guest speaker travel. 
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments, advertising and promotion (web-based and posters). 
• Coordinates space survey.

Contacts

• Provides information via phone, e-mail, mail, etc. 
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Assists with advising students of major/minor requirements.
• Assists with travel and events/seminars associated with student recruitment.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of temporary/work-study students, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Cascade, website editing
• Power Point
• Adobe photoshop editor and related
• Event or marketing experience

How to apply: