Administrative Assistant

1 month ago

Gallup, United States Navajo Technical University Full time
Job DescriptionJob Description

JOB PURPOSE:

Performs a variety of clerical and secretarial duties in the Veterinary Technology/Veterinary Teaching Hospital department. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

JOB DUTIES & RESPONSIBILITIES:

  • Serves as the first point of contact for the department.
  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining a professional and courteous demeanor.
  • Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
  • Admits and discharges patients, creates invoices and discharge instructions, and fills prescriptions.
  • Screens incoming calls and correspondence; exercises judgment and responds accordingly; receives, sorts, logs, and routes mail.
  • Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
  • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, work orders, announcements, and other documents and communications from drafts, recordings, or verbal instruction as requested.
  • Coordinate and input purchase requisitions for the department. Gather all necessary documents for PRs and ensures copies for department and business office are submitted.
  • Works with vendors in processing POs and monitoring vendor accounts.
  • Receives and processes documents for delivered equipment and supplies.
  • Acts as primary liaison for the department with students, staff, faculty, and outside constituents.
  • Assists Supervisor in processing timesheets to payroll.
  • Assists student organizations with administrative support.
  • Schedules workshops, instructors, and rooms; assists instructors with course setup and other training requirements.
  • Produces or coordinates the production of material required by the department including grant reporting and budget management.
  • Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
  • Maintains financial records including vendor and budgets; processes accounts payable, purchasing, book orders, and travel documents.
  • Schedules department appointments, events, and activities; classroom schedules, manages departmental and Supervisor's calendar.
  • Attends meetings and takes minutes as requested.
  • Establishes and maintains an effective filing and retrieval system.
  • Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
  • Photocopies, collates, distributes, scans, and files documents.
  • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
  • Maintains the inventory of office supplies and equipment including annual inventory.
  • Maintains confidentiality of all privileged information.
  • Assists staff and students with providing veterinary services.
  • Provides guidance to student workers.
  • Performs other duties as assigned.

MINIMUM QUALIFICATIONS/REQUIREMENTS:

  • Earned Associate's Degree in Business, Administration or related field.
  • Three year progressive administrative, customer service or secretarial experience.
  • Administrative Assistant certificate preferred.
  • Valid and clean state driver's license.
  • Must be able to pass background check, with NO prior convictions of any felonies and no history of child abuse and/or neglect.

PREFERRED QUALIFICATIONS:

  • Bachelor's Degree in Business, Administration or related field.
  • Five year progressive administrative, customer service or secretarial experience.
  • Experience or training in educational, financial, and/or veterinary office.
  • Experience in assisting veterinary staff.
  • CPR/1st Aid Certification.
  • Ability to effectively communicate, in writing and verbally, in the Navajo language.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

  • Knowledge of modern office practices, procedures, and equipment.
  • Knowledge of planning and scheduling techniques.
  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, Publisher, and presentation software (such as PowerPoint).
  • Organizing and coordinating skills.
  • Database and records management skills.
  • Ability to create, compose, and edit written materials.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to carry out instructions furnished in verbal or written format.
  • Ability to work independently with minimal supervision.
  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
  • Ability to maintain confidentiality; Knowledge of applicable federal, state, county and local laws, regulations, and requirements including the New Mexico Veterinary Practice Act, Navajo Nation Animal Control, HIPPA, FERPA, and privacy act.
  • Ability to handle multiple tasks and meet deadlines.
  • Ability to communicate effectively in the Navajo and English languages.
  • Ability to work as a team member in a structured working environment.

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee may be required to sit for prolonged periods, walk and stand.
  • Use hands for the dexterity of motion, and repetitive movement of both hands.
  • Have normal or corrected auditory, visual acuity, and verbal communication skills.
  • Employee must lift and/or move up to 50 pounds.

WORK ENVIRONMENT

  • Work is generally performed in an office setting with the occasional outdoor environment.
  • Exposure to natural weather conditions, various dust, usual debris, and hazards common at sites may occur while performing outdoor duties.
  • Tight time constraints and multiple demands are common.
  • Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.

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