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Administrative Assistant, Sr.- Public Information Office-West Loop

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Administrative & Clerical Support
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1800208 Requisition #
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SUMMARY

Provide principal support in office by carrying out recurring office procedures independently.  Handle a variety of situations and problems with little supervision. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

 

Responsible for semester course scheduling.

 

Perform multiple tasks, with several projects running simultaneously. Communicate with all levels of staff, faculty, students and public.

 

Ensure that office runs smoothly in absence of supervisor.

 

Handle highly confidential information, both written and verbal communications.

 

Respond to special requests and projects, frequently under deadline conditions.

 

Establish and organize department files/records.

 

May prepare the class schedule as directed by the supervisor where appropriate.

 

Place purchase orders and track them through to delivery.

 

Ensure that all documents required to hire part time faculty and staff are prepared and entered in accordance with District policy and procedures

 

Keep travel and expense records for supervisor and others as required. Monitor multiple budgets.

 

Screen and answer telephone calls, handling multiple lines.

 

File correspondence, records, and other department documents.

 

Schedule and confirm appointments for supervisor.

 

Type correspondence and other documents from notes, copies, and rough drafts. May be required to create graphics, using a computer.

 

May be required to take minutes at meetings.

 

May be required to track problems and repairs of equipment, and follow through to ensure that proper action is taken.

 

May be required to disburse and sign for petty cash within department.

 

May be required to transcribe dictation.

 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform the essential duties and responsibilities listed above.  The qualifications listed below are representative of the education, experience, knowledge, skills, and/or abilities required.

 

EDUCATION

High school diploma or equivalent

 

EXPERIENCE

Three (3) years or more progressive secretarial experience

 

KNOWLEDGE, SKILLS, AND ABILITIES

Proficiency in word processing and spreadsheet applications

 

Proficiency in operating office equipment and utilizes software such as: Oracle, and the Microsoft Office Suite.

 

Excellent written and oral communication skills

 

Excellent organizational skills

 

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

 

This job description may be revised upon development of other duties and changes in responsibilities.

EDUCATION

High school diploma or equivalent

 

EXPERIENCE

Three (3) years or more progressive secretarial experience

 

KNOWLEDGE, SKILLS, AND ABILITIES

Proficiency in word processing and spreadsheet applications

 

Proficiency in operating office equipment and utilizes software such as: Oracle, and the Microsoft Office Suite.

 

Excellent written and oral communication skills

 

Excellent organizational skills

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