An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Housed in the English Department, this position will work frequently with payroll, financial, academic, travel, receptionist/clerical, purchasing, and scheduling functions along with communications support for faculty and students. Respond to informational requests. Keep faculty information updated.
Maintain organizational systems:
taking minutes on meetings, booking rooms, file systems, and office calendars. Distribute mail to faculty and students. Submit work and IT orders. Make sure FERPA and Title IX training are administered and kept updated. Manage department webpage, department handouts, and department photo library for orientation meetings and fairs. Entering payroll online and attending mandatory EPAF training sessions. Managing student worker budget, submit work study requests, and help student workers (including TAs). Approving timesheets and reconciling time cards. Hire new employees and administer orientation. Submit official department employee paper work. Respond to faculty academic support requests and faculty course requests for many employees. Coordinate course add/drop forms, transfer credit information, grade change reports, incomplete grade contracts, create academic reports, and course grade prerequisite information. Manage scholarship process. Create .pdf files of department syllabi and policies. Keep students updated on events/workshops. Oversee travel expenses and make travel advance requests. Make reservations and submit final paperwork/ reimbursement within deadlines. Works with controllers office to maintain and review budgets. Manage department spending and keeping within budget. Maintain inventory, computer replacement schedule, and copy machine contracts. Offer support to writing center by approving timesheets and entering online EPAFs. Offer support to the Tanner Center by allocating P-card expenses and managing expenses for guest travelers. Other duties as assigned. Minimum Qualifications High School Degree/GED Two years secretarial experience Knowledge of business procedures, accounts receivable, filing, record keeping and office management Preferred Qualifications Knowledge of Banner System. Excellent interpersonal skills to deal with a diverse group of individuals. Ability to work with a variety of office equipment. Organizational ability to respond to multiple project requirements. Knowledge of standard English spelling, grammar and punctuation. This position is contingent on funding. Due to recent changes in H1B visa fees, Southern Utah University is no longer able to sponsor international faculty and staff that require an H1B visa and are currently living outside of the United States.
