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Administrative Assistant, School of Social and Behavioral Sciences

Apply now Posting Number: 492708
Type of Position: Full-time
Location: Poughkeepsie, NY
Categories: Office Support

Position Title:

Administrative Assistant (CL-2)

Department:

School of Social and Behavioral Sciences

Job Summary:

Provide specialized support to a department or office by processing and compiling information, preparing reports, and completing other specific administrative duties.

Vacation days may not be approved during the following "black out" periods: two weeks before and two weeks after the starting date for the fall semester; one week before and two weeks after the starting date for the spring semester; and during the two- week period leading up to graduation.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite. Experience with Banner, Argos, and Omni Update or web page design software highly preferred.

3C-Advanced Calendar Manager

Consistently demonstrates ability to manage calendar (tasks, meetings, events, schedules, correspondence) of supervisor and/or department, schedule meetings without consultation with supervisor, and notify participants

5C-Advanced Written Communication

Consistently demonstrates ability to create complex correspondence with speed and accuracy. May be required to communicate or respond independently, utilizing advanced knowledge of supported word processing software

6C-Advanced Office Organization

Consistently demonstrates ability to independently manage operational aspects of the office including time management, event supervision, project timelines, and confidential papers. Consistently demonstrates ability to file documents and records using complex filing procedures, as well as a strong knowledge of retention policies

7C-Advanced Record & Data Processing

Consistently demonstrates ability to process forms and records and generate reports utilizing systems such as SIS, IAPROD, Focus and Banner. Demonstrates ability to independently investigate and resolve complex problems such as missing or inaccurate data. Consistently demonstrates extremely strong attention to detail

9C-Advanced Auditing & Data Reconciliation

Consistently demonstrates ability to reconcile records for accuracy and integrity. May need to create and track budgets or purchase orders. Errors are located using extremely keen attention to detail. Errors committed are of great severity, and overall risk to institution is high

15C-Advanced Interpersonal Communication

Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action

16C-Advanced Judgment

Consistently demonstrates ability to reference operational procedures within department on diversified projects and situations requiring independent assessment

 

Essential Functions:

  • Serve as initial contact over the phone, in person and online, for students, parents, faculty, staff and the general public. Answer questions as able or refer inquiries to appropriate person
  • Schedule appointments and maintain staff calendars
  • Screen and prioritize office mail
  • Coordinate and supervise department wide events
  • Create correspondence on behalf of dean and department. Proofread documents
  • Input data into department computer system. Information may be of a confidential nature
  • Process information, including faculty contract preparation
  • Complete or oversee office purchases
  • Reconcile information such as financial records, travel expenses, etc
  • Review and manage department budget including Professional Development Funds, as assigned
  • Complete individual tasks and exercise judgment as permitted
  • Train and supervise student workers
  • Possess intimate knowledge of entire institution as required by position
  • Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people
  • Perform other job-related duties as required

Required Application Documents:

Resume, Cover Letter, and Three Professional References

About Marist College:

Located on the banks of the historic Hudson River, on Fifth Avenue in Manhattan, and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist is consistently recognized for excellence by The Princeton Review (Colleges That Create Futures and The Best 385 Colleges), U.S. News & World Report (10th Best Regional University/North, 5th Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. The College is top-ranked for long-term study abroad (#4 in the U.S.) by the U.S. State Department’s Open Doors report. Marist educates more than 5,000 traditional-age undergraduate students and 1,400 adult and graduate students in 47 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. To learn more, please visit https://www.marist.edu/about

Type of Position:

Full-time

Classification:

CWA, CL-2

Months per Year:

12

Work Schedule:

Monday-Thursday, 10:00 am to 6:30pm and Fridays 8:30am to 5:00pm

Hours per Week:

37.5

Location:

Poughkeepsie, NY

Number of Positions Openings:

1

Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.

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