Administrative Assistant

Administrative Assistant

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Posting Details

Position Information Winthrop Position Title Administrative Assistant State Title Administrative Assistant Class Code AA75 Band 04 Min Salary $31,561 Mid Salary $44,977 Max Salary $58,393 Agency Hiring Range $36,000 Job Purpose Reporting to the Chair of Psychology, the Administrative Assistant manages the department’s office and provides administrative support to the Department Chair, Director of the School of Psychology Program and faculty. Job Summary

• Manages the Department of Psychology office : Schedules and supervises graduate and undergraduate assistants; creates and maintains personnel, curriculum and purchasing records and files; maintains and updates department forms, policies and procedures; and coordinates department events.
• Provides support for all psychology courses, including off-campus courses : Coordinates course registration / override requests from students; prepares course materials for faculty; orders and maintains supplies, equipment and online and controlled test materials.
• Prepares and processes personnel paperwork and electronic personnel action forms (epafs); oversees payroll for graduate and office assistants and school psychology interns; and coordinates actions with Dean’s Office and other university offices.
• Serves as the department’s primary contact and communications manager : Receives and directs telephone calls and emails; responds to questions and requests; helps keep chair and faculty informed of university schedules and deadlines; prepares correspondence and other documents for distribution; monitors website to ensure information is current and assists with maintenance; and maintains substantial external contact and correspondence with interns, vendors, prospective students and other institutions / schools.
• Manages and maintains department inventories; processes purchase requisitions; and assists chair in monitoring program budgets and expenditures.
• Provides administrative support to the Department Chair, including maintaining data for annual reports and department records.
• Provides administrative support to the Director of the School of Psychology Program.
• Helps prepare and process internship contracts.
• Helps coordinator test dates, places and proctors for the department undergraduate assessment program and provides other administrative support.

Required Qualifications Bachelor’s degree and one year of relevant experience; associate’s degree and three years of administrative experience or high school diploma and five years of administrative experience. Proficiency with Microsoft Word, Excel and Outlook. Preferred Qualifications Knowledge, Skills & Abilities Summary Knowledge of office management policies and best practices. Effective verbal and written communication skills, including knowledge of grammatical rules, language usage and spelling. Ability to exercise judgment and discretion in interpreting and applying departmental policies and procedures. Ability to work independently and remain organized while effectively coordinating a variety of information and activities in a multi-office environment. Ability to establish and maintain effective working relationships with faculty, staff, students and the general public. Ability to supervise graduate and office assistants. Effective interpersonal skills. Sufficient technical ability to master software required to perform job duties. License / Certification Type of Position Classified Position Status Full-Time FLSA Status Non-Exempt Hours Per Week 37.5 Months per Year 12 Posting Detail Information Posting Number 2024 008S Open Date 08 / 01 / 2023 Close Date 08 / 15 / 2023 Open Until Filled No Special Instructions to Applicants PLEASE NOTE