The Academic Outreach Administrative Assistant keeps official department records and relieves the director, faculty and/or staff members of clerical and administrative work by performing the following duties.
Specific Duties and Responsibilities
Manages AO director's calendar and independently schedules appointments.
Screens incoming calls and correspondences and responds independently when possible.
Serves as receptionist for department (by telephone and in person)
Assists in planning and production of special events, programs, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Directs preparation of records such as class rosters and grade reports.
Takes and transcribes dictation, and composes and prepares minutes of departmental meetings.
Prepares confidential correspondence, reports, and other complex documents.
Supervises the photocopying of correspondence or other printed materials.
Creates and maintains database and spreadsheet files.
Admits and enrolls dual credit students and manages dual credit records (i.e. student eligibility,
grades, rosters, instructor credentials).
Admits and enrolls continuing education students and manages continuing education records.
Arranges complex and detailed travel plans and itineraries, and compiles documents for travel.
Assists in hiring and training of student employees.
Creates and maintains class schedules.
Orders and maintains office supplies.
Tracks departmental budget information.
Coordinates student evaluation and other survey processes.
Maintains department web-related sites such as program websites, SharePoint, social media accounts, and program registration.
Performs research with tools such as the Internet to locate references for faculty and staff, and programs.
Coordinates projects with faculty and staff from multiple departments, schools, and school districts.
Manages e-mail accounts associated with the program and responds independently when possible (i.e. firstname.lastname@example.org ).
Access and run appropriate reports to assist in record keeping, even preparation, and special projects.
Provides support for semester schedule entry including, but not limited to, updating documents, assisting other administrative assistants, updating and proofreading schedule booklet, and running reports.
Provide secretarial support for the academic affairs administrative committees by creating agendas, assigning proposal & report numbers, posting information in SharePoint, year-end summaries and other similar duties.
Serve as backup for room scheduling and reservation requests using scheduling software.
Provide reports, updates, assistance, and other data as needed for Academic Affairs.
Education, Experience, and Licenses
High School diploma or GED required.
One to two years related experience and/or training; or equivalent combination of education and experience.
A valid driver's license is preferred as short school visits may be required
Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints.
Ability to effectively communicate both verbally and by written means at a very high level.
Ability to make ethical decisions in doing what is best for both students and the University.
Ability to effectively present information to administrators, faculty, staff, regulators, students, public groups, and/or Board of Governors.
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to __ pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The noise level in the work environment is usually moderate.
NOTICE : The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
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Internal Number: 1451160
About Missouri Southern State University
Missouri Southern State University is a four year liberal arts public institution serving more than 5,000 students in over 140 academic programs offering undergraduate and graduate degrees. Internationally-focused semesters and enriching cultural events in theatre, art, music and film create an engaging learning environment for students and citizens of the region. MSSU is located in Joplin, MO, which is considered to be the Crossroads of America, and serves as the commercial hub for the four states area. Joplin is a resilient and vibrant city with a population of over 50,000 serving a metropolitan statistical area of 208,000. There is quick and easy access to Northwest Arkansas, Kansas City, and Tulsa, as well as numerous outdoor activities and attractions throughout the Ozarks.