Administrative Support Specialist I

1 month ago

Hartford, United States Trinity College Dublin Full time
Job Family Group:
Staff
Department/Office:
Administration (Linda Martinez)
Time Type:
Full time
Compensation:

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:
United States of America (Non-Exempt)
Job Description:

Responsible for providing administrative and clerical support to the division of Alumni Relations & Development and its departments as needed.

Essential duties, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations may be made as required. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

JOB DUTIES
  • Plans and provides logistical and administrative support for events, meetings or other special functions, including on-site support and off-campus events, such as, 1869 Challenge Day of Giving, Alumni Weekend, the President's Dinner, Alumni Holiday party, etc. Develops theme-related materials, i.e. table materials, name badges, etc.
  • Oversees and executes the Purchase Card (P-Card) reconciliation and invoices for the Donor Relations and Special Events Department. Receives, verifies, types and checks the accuracy of purchase orders for Donor Relations and Special Events.
  • Types, formats, edits and revises a variety of documents using a computer. Composes basic correspondence.
  • Serves as a point of contact for the division by answering the phone, greeting visitors, taking messages and scheduling appointments. Advises students and staff about administrative procedures and policies.
  • Utilizes technical expertise in databases, spreadsheets, and online systems to assist other staff. Sets up and maintains numerous complex filing systems.
  • Prepares travel authorizations, manages travel arrangements, and processes travel reimbursements.
  • Makes T-space reservations
ADDITIONAL DUTIES
  • Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.
  • Complies with all Trinity University policies and guidelines.
  • Performs other duties as required.


EDUCATION

Required:

High School Diploma or equivalent.

Preferred:

Associate's degree or equivalent from two-year college or technical school.

EXPERIENCE

Required:

One year of clerical/administrative experience.

Preferred:

Two years of clerical/administrative experience in non-profit or higher education setting.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

Proficiency with MS Office Suite.

Knowledge of databases and web applications.

Administrative and clerical support.

Proofreading and proper use of the English language i.e., grammar, syntax, spelling, punctuation, and composition.

Accuracy in business math calculation.

Ability to learn new software quickly.

Ability to use independent judgment, specialized knowledge and coordination of office functions in a team setting.

Exceptional time management, organizational and problem-solving skills.

Must have the ability to multi-task and work cooperatively with others.

Must be responsible, dependable and able to maintain confidentiality.

Preferred:

Thorough knowledge of and the ability to use computers and Microsoft Office applications especially Word, Excel, Access, and PowerPoint, dictating equipment, and other standard office machines. Proficiency in Workday, and University software.

LICENSES/CERTIFICATIONS

Required:

None

OTHER REQUIREMENTS

All jobs require a current Criminal Background Check (CBC).

SUPERVISORY RESPONSIBILITIES

Assists in supervising student workers

NUMBER OF DIRECT REPORTS

None

NUMBER OF INDIRECT REPORTS

None

SUPERVISION RECEIVED

Specific and general instruction from supervisor, either verbally or in writing. Operates independently for most routine matters.

INTERACTION

Works alone

Works with other employees

Customer contact

Students

Alumni

Vendors

COMPUTER SOFTWARE

Microsoft Excel

Microsoft PowerPoint

Microsoft Windows

Microsoft Word

Adobe Acrobat

Google Suite Applications

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