Administrative Assistant

Job Title: Administrative Assistant

Department: School of Equestrian Studies

Reports To: Dean of Equestrian Studies

Job Type: This is a full time, non exempt position.

General Description

This position is responsible for oversight of office management procedures and operations assisting the Dean of Equestrian Studies with the day-to-day functioning of the College of Equestrian Studies, interacting with students, faculty, staff and visitors; receiving and responding to inquiries by phone and correspondence; typing and filing correspondence; scheduling meetings; compiling invoices for payment; training and supervising student workers, and assisting with other various duties as designated by the supervisor.

Specific Responsibilities

Essential Duties and Responsibilities

• Representative for School of Equestrian Studies, answering incoming calls on horse donations, horse sales, prospective students, upcoming events, and general horse and university information queries.
• Process horse donations, leases and dispersals.
• Maintain horse files including veterinary and farrier work, leases, current Coggins, etc.
• Process purchase orders and maintain divisional budget standings.
• Management of office equipment including copiers, fax, computers and printers, etc.
• Maintaining inventory and ordering of supplies for division (including academic, office and equine).
• Assist in supervision/training/scheduling 35-40 student workers.
• Assist in supervision and scheduling of holiday break and summer workers.
• General secretarial duties, including mailings such as donation packets, contracts specific to special events held at the facility and other requested correspondence.
• Developing documents as requested, such as articulation agreements, surveys, student evaluation reports, etc.
• Provide leadership in developing and improving office services and communication within the division.
• Support division events such as on campus horse shows and clinics.
• Contributes to the effort of the university by performing other duties as assigned.
  
  

Essential Job Functions

• Ability to enter information and process reports from the Jenzabar system.
• Ability to communicate effectively with faculty, staff, students and parents by phone and in person.
• Ability to deal with the environment at the stables and animals.
• Ability to competently handle horses is desireable.
• Ability to climb up and down stairs numerous times throughout the day with or without carrying supplies, documents, etc.
• Ability to read, write and speak the English language effectively.
• Ability to sit and/or talk on phone for long periods of time.
• Ability to draft correspondence as required.
• Ability to comprehend written guidelines.
• Ability to work in a fast paced and stressful work environment dealing with numerous interruptions.
• Ability to travel occasionally by car.
• Ability to use a computer system and to accurately input data into a system.
• Above average mathematical and calculation skills and relevant software.
• Possess word processing skills.
• Ability to establish and maintain effective working relationships with staff, faculty, and students.
  
  

Position Requirements

High school diploma or equivalent, minimum 2 years administrative assistant experience and familiarity with IBM, Microsoft Word, and Microsoft Excel required. Able to operate standard office equipment (computer, copier). Good interpersonal and organizational skills. Problem solving capabilities. Knowledge of horses and the horse industry required. Demonstrated ability to work independently as a team member. Experience in an academic or equine setting will be given priority.

Typical Physical Demands

• Ability to competently handle horses is desireable.
• Ability to climb up and down stairs numerous times throughout the day with or without carrying supplies, documents, etc.
• Ability to lift 50 pounds.
• Ability to operate farm equipment including tractors is desireable.
• Ability to drive a truck and two horse trailers and haul horses.
• Ability to read, write and speak the English language effectively.
• Ability to sit and/or talk on phone for long periods of time.
  
  

Work Schedule

This is a non-exempt, 40-hour per week, 12-month position.

William Woods University is an independent institution chartered by the State of Missouri with main campus facilities in Fulton, MO. It has been operating continuously since 1870, taking its current form as a coeducational university with undergraduate and graduate programs in 1993. Today, William Woods draws approximately 2,000 undergraduate and graduate students from 35 states and approximately 11 foreign countries. William Woods has been ranked as a Top 100 Midwest University by U.S. News and World Report, and has been recognized for the quality and affordability of its online degree programs. With a full liberal arts curriculum, William Woods also offers a strong professional tradition, with nationally ranked programs in Equestrian Studies and American Sign Language. Its graduate education program figures strongly in the administration and leadership of Missouri's state school system. William Woods University is governed by a self-perpetuating board of trustees, and remains committed to serving the public good by helping students link intellectual development with the responsibilities of citizenship and professional life.

William Woods University is an Equal Opportunity Employer