What are the responsibilities and job description for the Administrative Assistant II position at University of Montevallo?
General Description
The purpose of this part-time position (20 hours per week) is to provide administrative and clerical support for the University of Montevallo Office of Graduate Studies, reporting to the Director of Graduate Studies. Essential Job Duties
- Provide administrative support for the University of Montevallo Office of Graduate Studies.
- Digitally schedule meetings, maintain a yearly calendar and prepare and distribute correspondence to stakeholders across campus.
- Utilize online systems to coordinate travel arrangements / reimbursements for graduate student research travel, Graduate Studies recruitment travel, and professional travel for office staff.
- Answer phone, voicemail, and email inquiries, including routing correspondence from the general office and program numbers / accounts to the correct UM faculty or staff member.
- Maintain a positive and responsive relationship with all current / potential students, faculty / staff, and external constituencies to be the face of the Office of Graduate Studies.
- Follow-up on all Graduate Studies recruitment meetings held by the Assistant Director of Graduate Recruitment and Retention with personalized correspondence to facilitate the movement of potential students in the enrollment funnel.
- Provide customer service to newly admitted and currently enrolled students, providing them with contacts and resources across campus to assist in making their student experience positive.
- Maintain accurate budgets for Graduate Studies, including communication with the business office or other University offices for purchasing, requisitions, and purchase orders for all office expenditures.
- Assist all graduate programs and the Student Aid Office in awarding graduate scholarships by processing scholarship letters and scholarship award forms.
- Assist the Graduate Admission Coordinator in monitoring application workflows for all graduate admission applications to ensure efficient and expedited processing from the beginning of the application process until admission, including completeness of materials & interview scheduling.
- Maintain confidential electronic files and records for the office, including updating Graduate student records and programmatic status.
- Assist in the planning and executing Graduate Studies events, including receptions, registration events, orientations, and recruiting events.
- Help the Assistant Director of Graduate Recruitment and Retention manage social media accounts, website information, newsletter publication, and text messaging platforms, including gathering information and completing posts as necessary. Coordinate with campus offices to ensure the currency of all publicly-facing information.
- Assist in preparing the Unit Plan and Assessment Reports.
- Assist in updating recruiting, admissions, & academic reports weekly for the Office.
- Attend all Graduate Council and program recruitment meetings, helping to prepare the agenda and meeting minutes.
Additional Duties Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times. Knowledge, Skills and Abilities
Education and Experience High school diploma / GED
Education substituted for experience? No
This position requires : 12 months of related experience; Higher education experience preferred
Experience substituted for education? No Licenses, Certification or Registrations None Environmental Working Conditions Indoor Travel Requirements None Number of Vacancies Desired Start Date Physical Requirements Standing : Under 1 / 3 of the time; Walking : Under 1 / 3 of the time; Sitting : Over 2 / 3 of the time; Using hands : Over 2 / 3 of the time; Reaching with hands and arms : Up to 2 / 3 of the time; Climbing or balancing : Under 1 / 3 of the time; Stooping, kneeling, crouching, or crawling : Under 1 / 3 of the time; Talking or hearing : Over 2 / 3 of the time.
This position requires lifting :
Up to 10 pounds : Up to 2 / 3 of the time; Up to 25 pounds : Under 1 / 3 of the time.
Salary : $13 - $17
