Administrative Assistant III/Support Supervisor (UCA INTERNAL HIRE ONLY)

Position Summary

The Administrative Assistant III / Support Supervisor is responsible for coordinating office activities; supervising the activities of student workers; creating and maintaining databases; researching and preparing special reports; developing, revising, providing grant support, and recommending administrative policies and procedures as directed by the supervisor. Job Duties and Responsibilities

• Preparing schedule for and supervising student workers to ensure the departmental activities are carried out properly
• Processing all required personnel actions following established policies and procedures
• Researching and analyzing data such as class enrollment, faculty teaching load, etc. that is pertinent to departmental programs and goals
• Preparing databases for assessment reports, field supervision, and office management
• Researching price comparison and purchasing office furniture, supplies, and travel in accordance with UCA purchasing guidelines
• Assisting in developing or revising policies, procedures, and directives based on research findings
• Participating in leadership activities, attending required meetings, and producing minutes as directed
• Ensuring proper and timely processing of time sheets, payroll documents, purchase orders, evaluation forms, or any other procedural forms required
• Providing office orientation for new hires (faculty, students, GA’s, etc.)
• Maintaining hard copy and electronic filing system (maintaining databases) for activities relating to departmental needs (purchase requests, travel, correspondence, etc.)
• Answering telephones, transferring to the appropriate person and taking detailed messages when requested by callers
• Meeting and greeting clients and visitors
• Processing Contracts as directed
• Preparing correspondence as directed and securing supervisor approval prior to dissemination
• Maintain Dean’s Office P-card
• Creating and modifying documents using Microsoft Office and Google Suite
• Maintaining College of Education email listserv for faculty, staff, adjunct staff, field supervisors, and other groups in Google
• Performing general clerical duties including but not limited to : photocopying, faxing, mailing, and filing; coordinating and maintaining records
• Setting up and coordinating meetings
• Maintaining Google Calendars for Dean and Dean’s Office
• Assisting Associate Dean with Pinning Ceremony organization
• Communicating to staff, faculty, and students regarding events and activities
• Scheduling Mashburn rooms for meetings and classes
• Serving as Dean’s proxy as Building Administrator
• Serving as Dean’s Office Grant Support
• Other duties as assigned

Knowledge, Skills, and Abilities Knowledge of the principles and practices of database management. Knowledge of research and analysis techniques and methods. Knowledge of work-related subject areas. Knowledge of computers and software applications. Ability to prepare, present, and review oral and written information and reports. Ability to research and analyze related work program information. Ability to develop, recommend, interpret, and apply policies and procedures. Ability to plan, organize, and direct the work of others. Skills Considered Essential for Success -Knowledge of the organization and administration of higher education.