Administrative Assistant I

Job Description
Position Information
Position Title Administrative Assistant I
Position Number CRSSSUPP05*5121
Department Center for Religion, Spirituality and Social Justice
Reports to (Title) Dean of Religious Life
Seated Employee
Employee First Name
Employee Last Name
Job Summary
In three to five sentences, please briefly describe the job’s primary purpose to the department.
Job Summary

Provides a wide range of technical and administrative office support to the Dean of Religious Life and supports basic receptionist and administrative secretarial assistance to other staff in the CRSSJ. Provides student religious groups on campus with administrative and budget support at the request of the Dean. This position will occasionally require work in the evenings and on the weekend. Maintaining confidentiality is an essential part of this position.

Position Summary Information
Select the level of education needed to successfully accomplish the essential duties of this job. Associate’s degree (A.A.) or equivalent from two-year college or technical school
If a specific degree, certification, license, or registration is necessary, please list.

n/a

Select the level of experience needed to successfully start the position and accomplish the essential duties of this job. Five years or more
Preferred Qualifications
FLSA Category Non-Exempt
Staff/Faculty Staff
Employment Status Full-Time
Employment Category Regular
Essential Staff (emergency situations)? No
On-Call?
Essential Responsibilities
List the job’s most important responsibilities. There are probably no more than six of these. Also indicate the approximate percent of time spent on each job function. (Note: Do not record how the job responsibilities are carried out.)

Essential Responsibility percentage of time needs to equal 100%
Responsibility

Provides receptionist, administrative, and secretarial support services to the Dean and at Dean’s request supports other offices • Greet and assist all visitors, answer telephone calls, direct inquiries, answer general questions, and process messages to and from voice mail • Coordinate appointments/meetings • Open, distribute, and process incoming and outgoing mail • Order office supplies and maintain inventory • Create and maintain standard forms for regular reproduction and distribution (i.e. signs, labels, calendars, etc.) • Create and distribute yearly updated brochure/material on religious groups on campus and their contact information • Order & maintain inventory of beverages & paper products • Oder, pick up & set up lunches for meetings and other program and general supply needs •Coordinates local and regional travel (College vehicles) for students

Percentage Of Time 25
Responsibility

*Provides technical and administrative support services for the maintenance and upkeep of printed promotional materials and technical social media sources. *Creates, updates, and maintains web pages and social media sites – Daily schedule updates regarding programs and events for the day – Weekly notices or blogs from the chaplain and associate chaplain – Uploads pictures from recent/past events – Shares program information from student groups associateed with / supported by the center

Percentage Of Time 20
Responsibility

Maintain several departmental budgets.

Percentage Of Time 15
Responsibility

Assist Dean with First-Gen Low-Income Programs
Assist with coordination, set-up, and distribution in Low-Income Lending Library (LILL), Chaplain’s Office Student Pantry, Low-Income Laptop Program and other programs as needed

Percentage Of Time 10
Responsibility

Coordinates guest speakers/conferences/symposia/special events• Make reservations for accommodations, talk locations, meals, calendar events, meals/receptions, audio/visual equipment, travel and other needs as requested• Produce and process all check requ

Percentage Of Time 10
Responsibility

Schedule services and events for Herrick Chapel and the CRSSJ facilities and support student religious and social justice groups (at the Dean’s request) • Co-coordinate large (all-campus) religious and cultural holy day events with Chaplain and/or stude

Percentage Of Time 10
Responsibility

Supervise student worker(s) (3) • Hire and train student workers(s) 3 • Coordinate their office hours • Provide work assignments to student worker(s) • Approve student worker(s) time sheets • Computer projects and Website updates

Percentage Of Time 10
General Responsibilities
General Responsibilities

(1) Maintain regular attendance in accordance with department policy.

(2) Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.

(3) Understand and comply with the policies of the College Staff Handbook.

(4) Demonstrate commitment to customer service. Establish effective relationships with internal and external customers and respond to their needs.

(5) Perform duties as a team member in a manner supportive of department and College procedures, policies and goals.

(6) Protect confidentiality of College information.

(7) Provide leadership to others through example and sharing of knowledge/skill.

(8) Communicate with others in a courteous and helpful manner.

(9) May be asked to fill positions considered essential during weather emergencies or other events requiring special staffing.

(10) Perform other duties as assigned.

Supervisory Responsibilities
Does this job have supervisory responsibilities? Yes
If yes, then check all that are supervised by this position.
Supervise Student Staff Yes
If you supervise student staff, enter approximately how many and the total hours? (e.g., 2 students/XX hours) 3
Supervise Non-Exempt Staff No
If you supervise non-exempt staff please enter the number.
Supervise Exempt Staff No
If you supervise exempt staff please enter the number.
Select the level of supervision that this position provides. Supervise work through the planning and scheduling of work, and the review and approval of tasks.
Supervision Received
Select the level of supervision that this position receives from their supervisor. Direction: receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines.
Computer Operations
Please check one of the following Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc.
Travel
Please check one of the following Minimal overnight travel (up to 10%) by land and/or air.
Essential Function Analysis
Accurate identification of essential and marginal functions and the time required is important for making a variety of personnel decisions, including recruitment, hiring, performance evaluation, discipline, training and accommodation. The analysis explains the components of the job by identifying who, what, why, how much, and when.

Essential functions are those functions that individual must be able to perform either unaided or with the assistance of a reasonable accommodation. A job function may be considered essential if it meets one of the following criteria:
  • the position exists for performance of the function;
  • a limited number of employees can perform the function, and it, therefore cannot be reassigned;
  • the function is specialized and requires certain expertise to perform it.
Many jobs will also have marginal functions. Marginal functions are those that may be performed by the position but are not tasks critical to job success, can be completed in a number of ways by a variety of people, and are not the primary functions for which the position exists.

Mental/Cognitive Requirements
How much on-the-job time is spent in the following mental/cognitive activities? Show the amount of time by checking the appropriate boxes below.
Analyzing information or data 1/3 to 2/3
- Essential or Marginal?
Effective communication skills Over 2/3
- Essential or Marginal?
Composing & comprehending communication materials 1/3 to 2/3
- Essential or Marginal?
Establishing effective interpersonal relationships Over 2/3
- Essential or Marginal?
Adjusting to changes (work load, environment, department structure, etc.) Over 2/3
- Essential or Marginal?
Using logic to define problems, collect information, establish facts, draw valid conclusions, etc 1/3 to 2/3
- Essential or Marginal?
Making decisions of moderate to substantial consequence 1/3 to 2/3
- Essential or Marginal?
Performing mathematical calculations Under 1/3
- Essential or Marginal?
Editing reports or technical materials Under 1/3
- Essential or Marginal?
Planning and organizing (work load, schedules, events, etc.) Over 2/3
- Essential or Marginal?
Handle stressful, emotional and/or frustrating situations 1/3 to 2/3
- Essential or Marginal?
Working with numerous distractions Over 2/3
- Essential or Marginal?
Working under a time pressure and within timelines/deadlines Over 2/3
- Essential or Marginal?
Coordinating work with others 1/3 to 2/3
- Essential or Marginal?
Handling multiple assignments and priorities Over 2/3
- Essential or Marginal?
Completing work in an accurate manner Over 2/3
- Essential or Marginal?
Concentrating - maintaining attention to details and task Over 2/3
- Essential or Marginal?
Memory functions (remembering names, details and procedures) 1/3 to 2/3
- Essential or Marginal?
Physical Requirements
How much on-the-job time is spent in the following physical activities? Show the amount of time by checking the appropriate boxes below.
Remaining in a stationary position Under 1/3
Traverse/move locations Under 1/3
Ascend or descend between floors Under 1/3
Reach with hands and arms Under 1/3
Ascend or descend ladder None
Position self to access small or restricted spaces Under 1/3
Communicate or exchange information Over 2/3
Detect specific flavors or odors None
_
Does this job require that weight be moved or force be exerted? If so, how much and how often? Check the appropriate boxes below.
Weight lifted or force exerted: up to 10 pounds (with or without assisted device) 1/3 to 2/3
Weight lifted or force exerted: up to 25 pounds (with or without assisted device) Under 1/3
Weight lifted or force exerted: up to 50 pounds (with or without assisted device) None
Weight lifted or force exerted: up to 100 pounds (with or without assisted device) None
Weight lifted or force exerted: more than 100 pounds (with or without assisted device) None
Please check one of the following Light physical activity performing non-strenuous daily activities.
Does this job have any essential vision requirements? Check all that apply. Close vision (clear vision at 20 inches or less), Color vision (ability to identify and distinguish colors)
Work Environment
How much exposure to the following environmental conditions does this job require? Show the amount of time by checking the appropriate boxes below.
Wet or humid conditions (non-weather) None
Extreme cold (non-weather) None
Extreme heat (non-weather) None
Outdoor weather conditions Under 1/3
Work near moving mechanical parts None
Work in high, precarious places None
Air Contamination (i.e., dust, fume, smoke, toxic conditions, disagreeable odors) None
Toxic or caustic chemicals None
Work with explosives None
Risk of electrical shock None
Vibration (i.e. operating jackhammer, impact wrench) None
Risk of radiation None
Confined Spaces None
Please check one or more of the following locations where this job would work Well-lighted, heated and/or air-conditioned indoor setting with adequate ventilation.
How much noise is typical for the work environment of this job? Check the appropriate level below. Moderate noise (examples: business office with computers and printers, light traffic)
Additional Information
Include any other physical, mental or environmental information that will aid in the preparation of an accurate description of this job.
Position Documents

No documents have been attached.