Staff Assistant

STAFF ASSISTANT                                          GRADE 9
VSCSF BARGAINING UNIT                           NON-EХЕМРТ

BASIC FUNCTION
To coordinate and carry out a variety of key administrative support functions of a University division, department or program.

HARACTERISTIC DUTIES & RESPONSIBILITIES

•Perform or supervise collection and dispatch of mail to and from the local United States Post Office.
• Process and dispatch incoming mail to faculty, staff, students and visiting guests (conference and camp attendees).
• Collect and process outgoing and inter-campus mail including sorting and affixing of correct postage and dispatch according to postal regulations. Advise departments of the most economical mailing options.
• Operate mailing machine, meter, and scale.
• Maintain sufficient levels of postage for mail machine and cash sales. Adhere to all VSC cash handling practices.
• Process incoming and outgoing UPS shipments. Record payments and charges. Reconcile UPS charges weekly.
• Perform administrative tasks including processing postage charges to individuals and departments, maintaining forwarding address log, and assignment and maintenance of student mailbox listings utilizing the university’s file server.
• Maintain office supply inventory and order supplies as needed. Work with facilities department to assure building and equipment are in good condition and properly maintained – complete work orders when necessary.
• Assist in departmental budget planning. Monitor expenditures and process budget documents.
• Design, implement, and maintain departmental filling, record-keeping and reporting systems.
• Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes - drafting outlines, policies, procedures, forms, and related instructional/promotional material; coordinate the implementation of new program plans or operating policies, procedures, and schedules.
• Plan and prepare a variety of regular and special reports, policies and procedures related to assigned functions, involving background research, compiling and analysis of data from a variety of sources.
• Serve as the customer service liaison with students, faculty, staff, parents, alumni, vendors, coaches, community, other colleges and universities, and/or other key department constituency. Explain policies/ procedures; answer various questions; coordinate     services; handle special requests or problems.
• Perform various bookkeeping functions: initiate P-card purchases, initiate and process financial documents related to routine check requests, travel and events budgets, special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
• Coordinate departmental projects and objectives in collaboration with department leadership.
• Perform other duties as assigned.

SUPERVISON RECEIVED
Minimal supervision is received from a senior administrator or department director.
SUPERVISION EXERCISED
Administrative and functional supervision of student workers.

MINIMUM QUALIFICATIONS
Associates degree, plus three to five years of relevant experience or a combination of education and experience from which comparable knowledge and skills are acquired. Proficiency in the use of Microsoft Office Suite, especially Word, Outlook and Excel. Demonstrated experience with a full range of moderate to complex clerical work
assignments involving the use of judgment and discretion. General working knowledge of applicable higher education infrastructure, policies and procedures. Thorough knowledge of office management methods, procedures
and practices. Good planning, organizational, administrative, and analytical skills to ensure multiple
deadlines are met. Ability to work with confidential information and to apply maturity and discretion in the daily operational role.
Strong customer service experience. Effective communication skills including the ability to deal effectively with a broad
range of individuals and groups within and outside the college.

Location: Randolph, VT

Benefits Package:

• Medical Insurance
• Dental Insurance 
• Vision Insurance 
• Retirement Plan
• Tuition Waiver to Vermont State Colleges
• Tuition Waiver to UVM* for dependent children
• Employee Assistance Program 
• Long Term Disability 
• 14 Paid Holidays
• Medical, Personal, and Vacation Leave  

This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.

Vermont State University is a part of the Vermont State Colleges System (VSCS). VSCS values individual differences that can be engaged in the service of learning.  Diverse experiences from people of varied backgrounds inform and enrich our community.  VSCS strongly encourages applications from historically marginalized and underrepresented populations.  VSCS is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.  Please contact our HR office for assistance with accommodations at humanresources@vermontstate.edu.   

NOTE: This job is subject to a criminal background check. Any offer of employment is contingent upon the satisfactory results of this check.