Position involves administrative and general office support duties along with some specialized tasks, including providing assistance to the departmental chair and faculty. Duties will include communication, accounting and bookkeeping, assistance with personnel processes, data management, and public relations assignments. Will utilize standard office tools, technology, and supervise and provide leadership to student employees. A successful candidate needs to be able to manage tasks simultaneously, work independently, possess strong communication skills, be well organized, and detailed oriented.
MINIMUM QUALIFICATIONS: High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.
PREFERRED QUALIFICATIONS:
- Associate’s degree or higher
- More than one year of experience in an office or administrative setting
- Excellent customer service skills
- Supervision experience
- Superior written communication skills
- Highly proficient with Microsoft Office suite (Outlook, Word, Excel)
- Workday experience
APPLICATION DEADLINE: Review of applications will begin immediately and continue until the position is filled.
SALARY: $13.98 per hour plus benefits package.
RESPONSIBILITIES:
- Communicates with students, faculty, staff and administrators on a daily basis, sometimes regarding confidential issues. The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments on a daily basis.
- Maintains all budgetary accounts including grants and FHSU Foundation accounts. Prepares payment vouchers, travel authorizations, travel payment vouchers, and purchase requisitions through Workday. Classifies and records transactions and identifies and resolves discrepancies and any other related transactions. Reviews purchase orders, vouchers, bills and forms to approve merchandise or reimbursements or to make payment for goods or services.
- Reconciles all department accounts between Workday and the office accounting process every month and provides monthly department account activity and balance reports to chair.
- Assists chair with correspondence, spreadsheets, and documents.
- Assists department chair with ensuring schedules for on-campus and on-line classes, including resolving room conflicts, are submitted accurately, timely, and adhering to FHSU deadlines. Submits Virtual College Course Approval forms for on-line classes.
- Assists in the planning, coordinating, and scheduling of meetings for the chair. Uses Outlook and other communication and scheduling tools.
- Maintains inventory and orders office supplies and equipment as needed. Coordinates the maintenance of office equipment. Orders and purchases supplies and equipment as necessary.
- Interviews, selects, coordinates, supervises, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees. Sets work schedules of student workers in consultation with chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
- Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
- Other duties as might be assigned by the department chair.
REQUIRED APPLICATION DOCUMENTS: Applicants should submit a cover letter, resume, and names and contact information for three professional references. Applicant documents should be submitted in one PDF.
If you have questions regarding the position, please contact:
Name: Kim Stewart
Email: kstewart@fhsu.edu
Phone: 785-628-4305
