Administrative Assistant

1 month ago

Bowling Green, Kentucky, United States Bowling Green State University Full time


Administrative Assistant - Marvin Center

Bowling Green State University



Salary: $ $20.09 Hourly
Job Type: Full-Time
Division: VP Student Engagement Success
Opening Date: 07/12/2024
Location: Main Campus (BG), OH
Job Number: BGSU00489
Department: VP Student Engagement Success
Closing:

Summary


Provides high level administrative support to the C. Raymond Marvin Center for Student Leadership and Civic Engagement area to facilitate the daily operations of the area. Functional areas within the Marvin Center include but not limited to Student Leadership Programs, Civic Engagement, Sidney A. Ribeau President's Leadership Academy, Spirit Program, BGSU Serves, BGSU Votes, Pay It Forward, Leadership Minor, and the Leadership Institute. Relieves supervisor of non-routine administrative tasks. Researches, gathers information, and prepares reports. Assists with the preparation and maintaining of department budgets. Oversees office operation, including supervision of student office assistants. Assists with various processes (e.g., scholarship selection process) and events (e.g., MLK Day of Service, summer bridge program,).

Essential Functions


  • Coordinates and oversees day-to-day administrative operations of the C. Raymond Marvin Center for Student Leadership and Civic Engagement. Manages and monitors calendar for upcoming meetings and special events. Requests repairs and services as necessary for office and equipment. Provides direction to others (e.g. interns, staff) on various situations and topics. Develops and implements policies, procedures and forms related to department administrative operations.
  • Create and maintain friendly and inclusive office reception area. Greets and directs visitors, students, staff, faculty, and families. Answers department phones, responds to inquiries, and/or redirects calls as appropriate.
  • Monitors budget expenditures for the C. Raymond Marvin Center for Student Leadership and Civic Engagement and all associated budgets. Creates requisitions, submits invoices for payment and receives and reviews financial documents in financial management system. Maintain budget records per record retention policy. Read budget reports, reconcile budgets & purchasing card transactions. Request purchase orders, checks, and other payments.
  • Directly supervise student employees working within the C. Raymond Marvin Center for Student Leadership and Civic Engagement. Provides work direction, interviews, hires, trains, evaluates, and supervises student assistants. Coordinate office projects and delegate to appropriate student staff. Coordinates work schedules. Orders keys as needed. Approves students' time.
  • Serves as liaison for the C. Raymond Marvin Center for Student Leadership and Civic Engagement with other University offices and general public. Investigates and responds to inquiries, questions and complaints.
  • Prepares and/or transmits written correspondence (i.e., handouts, exams, reports, mailing lists) through email, fax, or hard copy. Oversees incoming and outgoing mail. Coordinates mass mailings, working with Marketing and Communication and mailing companies.
  • Maintains office equipment and troubleshoots issues. Oversees the department's computer, printing, and technology needs, including the maintenance and requesting of computer software and hardware.
  • Manages database systems (e.g., CSS, FileMaker Pro, Canvas, OnBase, Alumni ONE system, UAS). Revises, maintains, and updates the online orientation reservation system including system messages and emails; Serves as the main point of contact for the department; set up orientation events, monitor reservations and capacities, run reports for events and other requests, troubleshoot as necessary.
  • Maintains confidential files. Compiles, enters, retrieves, and maintains information in database systems. Queries databases and runs reports.
  • Maintain office websites.
  • Maintains inventories, orders supplies, books, and apparel as needed.
  • Schedules and coordinates meetings and special events. Coordinates catering needs for department events. Maintains department conference room calendar. Makes travel arrangements and prepares travel and business entertainment reimbursement. Manages contract and rider details for performers.
  • Supports the scholarship recruitment, selection, and disbursement process.
  • Tracks and monitors reservations for orientation, staying in close contact with Colleges and making necessary adjustments to daily capacities. Disburses student information in preparation for orientation events to campus constituents.
  • May register students for courses specific to department. Runs department reports as needed.
  • Handles confidential student issues, provides guidance as necessary, and resolves problems independently.
  • Works on special projects as needed.



The above statements are not intended to include all responsibilities, duties and skills, but rather to describe the general nature and level of work.

Minimum Qualifications


Experience

  • One year related experience required


Education

  • High school diploma or GED required



Additional Information

Essential Competencies

  • Ability to access and maintain document imaging systems, including scanning and filing documents
  • Ability to accurately receive and disburse cash whether currency, credit cards, checks or other payment forms
  • Ability to carry out verbal and/or written instructions
  • Ability to coordinate or lead others in accomplishing work activities
  • Ability to define problems, collect data, establish facts and draw valid conclusions
  • Ability to draft office correspondence
  • Ability to effectively communicate, verbally and written
  • Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU
  • Ability to operate computers and peripheral equipment such as printers
  • Ability to query, run reports and modify data in financial systems
  • Ability to work effectively in a team environment
  • Ability to work in changing environment
  • Detailed-oriented and highly accurate
  • Excellent interpersonal skills and an appreciation of customer service
  • Handle sensitive contacts with public and other work units
  • Knowledge of basic mathematical skills
  • Knowledge of basic reading skills
  • Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry



Deadline to apply: The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by July 26, 2024.

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call or email .

To apply, please visit

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