Administrative Assistant II, Public Affairs

Job Description JOB TITLE: ADMINISTRATIVE ASSISTANT II, PUBLIC AFFAIRS JOB DESCRIPTION This position reports to the Senior Director of Public Affairs, but provides administrative support to all the functional areas of the department. More specifically, this position oversees the administrative aspects of an office by performing complex secretarial, administrative duties, and assuring efficient office operation. The Administrative Assistant advises others on processes, procedures, and services. Communicates and assists students and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Maintains files and assists in preparation and maintenance of the departmental budget. The Administrative Assistant II serves as the office receptionist and maintains an appointment calendar for the Senior Director of Public Affairs. Job duties of the Administrative Assistant II include, but are not limited to: • Screens calls and visitors and refers them to the appropriate office or person. • Answers inquiries for general information about the university and its services. • Sorts mail and prepares outgoing mail. • Maintains an efficient filing system for the administrative area. • Types and/or composes correspondence, reports, schedules, or other materials for the administrative area. • Proofreads correspondence, reports, publications, graphic designs, etc., to correct sentence structure, grammar, spelling and punctuation. • Makes copies for correspondence or other printed matter using copying machines. • Performs tasks to keep financial records, ledgers, and accounts, which includes requisitions, invoices, and purchase orders. Reconciles all department accounts and manages operational budgets for the department. • Operates a desktop computer. • Makes arrangements for meetings, lectures, seminars, etc., with the president, vice presidents, administrative staff, department chairs, academic peers, community leaders or their secretaries. • Responsible for ordering and maintaining the office supply inventory. • Makes travel arrangements for the office director. • Trains and supervises student workers. • Maintains inventory and tracks sales, invoices, deposits, and ordering of promotional items. • Helps arrange Public Affairs support for special events, including but not limited to, Commencement, Convocation, hooding, and academic festivals. SUPERVISION The Administrative Assistant II reports to the Senior Director of Public Affairs. MINIMUM QUALIFICATIONS 1. Graduate of a standard high school or equivalent. 2. Ability to type 50 words per minute. 3. Four years of administrative and/or secretarial experience with at least one year of experience at a medium secretarial level; related post-secondary courses and/or successfully completed studies from an approved business school may be substituted for experience. 4. Proficient in the use of Microsoft Word and other Microsoft Office programs. 5. Thorough knowledge of spelling, punctuation and grammar. 6. Demonstrated ability to maintain an efficient office for a medium-level executive who must deal with the president, vice presidents, administrative staff, department chairs, academic peers and community leaders in the related disciplines. 7. Excellent interpersonal and communication skills. 8. Ability to adhere to strict standards of confidentiality. PREFERRED QUALIFICATIONS 1. Graduate of a technical school or an approved business school in office procedures. 2. Successful completion of related college level courses. 3. An associate/career tech certification or college-level course work in data processing, management information systems, and/or with training in office procedures. 4. Related experience in education programs. 5. Experience with Banner. 6. Knowledge of university and state requisitioning and purchasing procedures. SALARY RANGE: $25,500.00 INSTITUTION: Cameron University (www.cameron.edu) is a state-supported regional institution located in Lawton, Oklahoma, that offers undergraduate and graduate degrees. Dedicated to excellence, the university provides a wide range of economic, cultural, and educational opportunities for the betterment of all citizens. Master's-level graduate degrees are offered in business, behavioral sciences, and education; baccalaureate programs are offered in more than forty disciplines, and associate degrees are offered in many other studies. The close proximity of Fort Sill contributes to an area rich in cultural diversity and provides the opportunity for frequent cooperative efforts. The combined community of Lawton/Fort Sill has a population of more than 100,000 and is located adjacent to the picturesque Wichita Mountains Wildlife Refuge. A copy of the University's Annual Security Report, listing crime statistics and university policies, is available by contacting the Office of Public Safety or by accessing the report online at www.cameron.edu/ops. APPLYING : Attachments should include a cover letter indicating experience applicable to position, resume, transcripts (unofficial are acceptable at this point), and the names, addresses, and telephone numbers of three professional references. DEADLINE: Applications will be accepted until the position is filled. EEO/AA Employer/Vets/Disability