Administrative Assistant INTERNAL POSTING FOR CURRENT KSU EMPLOYEES ONLY

Job Title:

Administrative Assistant

Kent Campus - Kent OH

Salary:

$18.67

Basic Function:

Provides administrative support to assist administrators and faculty in achieving department goals through liaison activities coordination of daily business functions and implementation of programs/projects. Reports to designated supervisor.

Additional Basic Function if applicable:

Examples of Duties:

Duties/essential functions may include but not be limited to the following:

Serves as liaison and acts on behalf of administrator in dealings with people within (e.g. Directors Chairpersons etc.) and outside the University (e.g. representatives of agencies professional contacts etc.); represents administrator at meetings and conferences; may make presentations at meetings and conferences; independently composes non-routine correspondence on behalf of supervisor and/or under own signature.

Coordinates and monitors multiple department budgets and expense accounts; approves expenditures and signs various financial forms; researches and reconciles discrepancies; assists in budget projections.

Assists in the administration of department programs/projects; ensures compliance with policies procedures and regulations originating within and outside the University; participates in departmental procedures and policy changes; researches and analyzes information; drafts and composes reports; provides technical advice and information to aid administrator in decision making; answers questions and resolves problems concerning administration of program and projects.

Directs the work of other clerical/secretarial staff and student employees by training evaluating assigning duties and providing information about changes in department and University policies and procedures; may make hiring firing and disciplinary recommendations.

May coordinate and monitor faculty and or staff actions (e.g. hiring promotion termination etc.); serves as liaison between affected individuals and departments (e.g. Academic Personnel Payroll etc.); maintains records and files; ensures policies and procedures are followed.

May assist with special projects.

Performs related duties as required.

Additional Examples of Duties if applicable:

SPECIFIC TO THIS POSITION:

Provide administrative support to academic departments and HR personnel

Coordinate faculty and staff onboarding including credential verification and orientation

Maintain accurate and confidential employee records in compliance with school policies and state regulations

Assist with recruitment logistics (e.g. posting job openings scheduling interviews communicating with candidates)

Support professional development tracking and training coordination for educators and staff

Prepare HR-related documents such as contracts offer letters and policy updates

Help organize school-wide events workshops and recognition programs

Manage calendars meeting logistics and internal communications

Serve as a liaison between HR academic departments and administrative offices

Uphold confidentiality and professionalism in all interactions

Minimum Qualifications:

High school diploma or equivalent plus completion of 18 months formal training in office administration public administration or related field (or equivalent training or experience which provides comparable knowledge skills and abilities). A minimum of two years experience in providing secretarial/administrative support in increasingly demanding positions.

License/Certification:

Knowledge Of:

Bookkeeping/accounting procedures and terminology if required by position
Office practices and procedures
Specific software may be preferred

Skill In:

Interpersonal communication to effectively interact with University personnel and public in person and over the telephone (e.g. to explain information explain policies and procedures handle sensitive inquiries etc.)
Public speaking if required by position
Written communication (e.g. to compose reports speeches correspondence and memos)

Ability To:

Resolve problems independently and make decisions
Define problems collect data and draw valid conclusions
Apply policies and procedures
Train and provide effective work direction to other employees
Manage time effectively and set priorities
Carry out or assist in implementing changes
Establish and implement office procedures
Establish methods to gather collate and classify information
Read and comprehend a variety of written information
Utilize Microsoft Office Suite
Maintain accurate records
Perform basic mathematics (e.g. add subtract multiply and divide whole numbers fractions and decimals and to calculate percentages)
Learn and utilize specific software applications
Manage time effectively and set priorities

Preferred Qualifications if applicable:

Assessments:

Asterisk (*) indicates knowledge skills abilities which may require assessments. Assessments could take the form of interview questions a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:

Working Schedule:

Additional Information:

Must pass a security check.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law.

For official job descriptions visit State University is a Smoke-Free Tobacco-Free University effective July 1 2017. Smoking and tobacco use are not permitted on any of Kent States campuses or other locations and properties that are owned operated or leased by Kent State both domestic and international. For additional details visit intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties job hours and responsibilities.