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 department 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.

• Coordinates content maintenance and updates of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

• 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.

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

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & 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.

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

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

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

Minimum Qualifications

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

How to apply: