Administrative Officer
4 weeks ago
JOB PURPOSE:
Under direction, performs professional, journey-level administrative work involving moderate responsibility, complexity, and variety. Performs administrative, research and technical duties relation to one or more of the following: budgeting, purchasing, management analysis, or other related areas of administrative management.
SUPERVISORY AUTHORITY:
None
NATURE AND SCOPE:
Internal contacts include administrators, faculty, staff and students at the School of Education and the University. External contacts include vendors, contractors, visitors, and the public.
PRINCIPAL ACCOUNTABILITIES:
Manage the day-to-day operations of the office, including scheduling meetings and appointments, organizing files, and handling correspondence. Act as the point of contact between executives and internal/external stakeholders.
Prepare reports, presentations, and other documents for the executives as required.
The Administrative Officer primarily assists the Dean of the School of Education with day-to-day administrative operations and provides limited financial administrative support to the Budget Officer. Also provides limited operational support to the administrative assistants throughout the unit. Duties and responsibilities include but are not limited to event coordination, drafting correspondence or reports, entering data, preparing reports, ordering office supplies, coordinating catering needs, completing forms, reserving rooms, editing documents, serving as the custodian of the purchase card, and reconciling monthly purchases.
Participates in budget preparation. Analyzes past revenues and expenditure, program requirements and coordinates staff recommendations and management directives to aid in developing budget requests and supporting documentation for work units. May assist in preparing budget for programs and work units in the department.
Other responsibilities include maintenance of the Dean's calendar, arrange and set up meetings, including room booking, audiovisual setup, and informing meeting participants. Act as liaison between the Dean and the executive offices across campus. Ability to present and maintain a pleasant, professional and positive image as a representative of the School.
Other operational responsibilities include:
- Reviews purchase orders, contracts, service requests and other administrative documents to ensure compliance with university policies and procedures. Coordinates corrective action as necessary.
- Participates in recruitment of administrative staff. Conducts work unit orientation sessions for new employees to explain departmental rules, procedures and practices.
- Writes sections of general administrative manuals, reports, and documents. Initiates requests for and coordinates input from other staff for specialized reports, reviews materials and prepares final reports as requested.
- Assigns and monitors work of administrative support staff within the division. Establishes standards, policies, and procedures to ensure proper maintenance of office files and general administrative management.
- Performs other job-related duties as assigned.
CORE COMPETENCIES:
- Considerable knowledge of administrative practices and procedures, budgeting, purchasing and statistical analysis
- Keen communication skills, with competence in both oral and written English
- Ability to plan, organize, coordinate, and supervise the work of others, as required
- Maintain the confidentiality of information, and devise solutions to administrative problems
- Ability to establish and maintain effective and harmonious relations with students, faculty, staff, University officials and the general public
MINIMUM REQUIREMENTS:
Bachelor’s degree in business administration, or related field and three years of progressively responsible professional administrative experience
An equivalent combination of seven years relevant education and experience in lieu of a bachelor’s degree
Two-years of previous lead or supervisory experience required
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