Administrative Assistant, Campus Services - University of New England : Job Details

The Department of Campus Services at the University of New England is dedicated to providing customer-friendly, student-oriented support services while ensuring a safe, functional, energy-efficient, and aesthetically pleasing environment to help fulfill the university's mission. The Administrative Assistant plays a key role in supporting various administrative functions and organizational tasks for the department on our Portland campus.

About the University of New England

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

UNE offers a generous comprehensive benefits package to eligible employees. The package includes varied health and dental plans; a retirement plan that includes up to an eight percent match; extensive paid leave including holidays, vacation, sick, and personal time; and educational benefits. Please visit the Human Resources Benefits site for additional information regarding UNE's benefits package.

Responsibilities

* Perform daily administrative tasks such as answering phones, managing appointments, serving as the department receptionist, typing and printing correspondence, reports, exams, and manuals, and ordering office supplies.

* Coordinate, prepare, process, and monitor various forms, reports, schedules, and records, ensuring timely and accurate completion by staff, faculty, students, and external individuals.

* Organize and maintain departmental files and records, ensuring cross-referencing and systematized filing.

* Develop and maintain computerized departmental records using PC software; input data, design and manage basic databases, and generate regular and special reports.

* Maintain logs and manual record-keeping systems for various departmental functions.

* Compile and prepare regular and special reports from both manual and computerized records.

* Coordinate bulk and special departmental mailings.

* Handle bookkeeping tasks, including processing financial documents related to budgets and special accounts, monitoring financial activity, and preparing reports.

* Serve as a liaison for students, faculty, staff, and external individuals, explaining policies, procedures, and handling special requests.

* Assist with specialized administrative tasks related to the department's core functions.

* Collaborate with supervisors and staff to plan and coordinate activities, resolve problems, and exchange information.

* Train and oversee the work of student assistants and other staff members.

* Other related duties as assigned.

Qualifications

* Associate's Degree in business or other appropriate discipline, plus one year of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.

* Broad base of general administrative skills, including proficiency in typing/word processing, filing, and office reception.

* Experience in maintaining complex filing systems and records.

* Familiarity with computerized information systems and the ability to use basic software for data management and report generation.

* Proficiency in reading, writing, spelling, and grammar; basic math and bookkeeping knowledge is beneficial

* Ability to interact effectively with diverse university personnel, students, and external organizations.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)

Employees in clinical settings must meet the State of Maine's immunization requirements for clinical activity.