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Assistant to the Associate Vice President for Academic Affairs / Dean of the Graduate School
Provides advanced secretarial and administrative support to the Associate Vice President of Academic Affairs and Dean of the Graduate School (AVPAA / DGS) that involves planning, organizing and performing a variety of complex technical, clerical and administrative duties. Develops special administrative analyses and summary reports for review. Relieves the AVPAA / DGS of routine administrative details. Works under general supervision with latitude for initiative and independent judgment. May supervise one or more clerical assistants. Reports to the AVPAA / DGS.
Interprets policies and explains procedures relating to academic activities. Handles routine and confidential correspondence. Screens visitors, schedules appointments and maintains files, fiscal records and restricted information. Performs specialized tasks requiring high level of skill in typing, computer operation, use of transcribing equipment, taking of minutes, preparing reports and special studies. Develops special administrative analyses and summary reports. Tracks internal grants and manages budgets and employment paperwork for Graduate Assistants and Teaching Assistants. Supports graduate students with electronic thesis, submission and optional thesis binding. May be required to assist with event planning, make presentations, and maintain website. Performs other related duties as assigned.
Requires three or more years of considerable progressively responsible experience in general office practices and procedures, including some administrative work and personnel supervision. Experience in accounting procedures, preparation of requisitions and vouchers, scheduling meetings, and preparation of documents and reports is required.
Must be able to understand and interpret pertinent policies and procedures clearly and accurately. Must be knowledgeable in the use of personal computers as well as commonly used office software programs such as Word, Excel, Access, PowerPoint, and Outlook. Must have the ability to work with website pages. Requires good knowledge of standard office practices and procedures, budgeting, recordkeeping, and personnel management, as well as, knowledge of business English, spelling and punctuation.
Bachelor's degree preferred. Graduation from high school with some college level training and equivalent experience may be substituted.
Must be well organized; able to multitask; and be able to work independently on difficult or complex assignments. Must establish and maintain effective working relations with supervisors, co-workers, subordinates, and the public in general. Requires excellent verbal and written communication skills. *Regular reliable attendance is required. *Typing test required. *This position is designated as security sensitive and requires a criminal background check.