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Office Assistant II-School of Arts and Humanities

Nature of Work:

This is an advanced classification that performs complex clerical and reception work involving common office practices and procedures and requiring knowledge of standardized policies and procedures and confidentiality in the disposition of work matters. Work requires some independent judgment, problem solving, and minor decision making skills based on established policies and guidelines. Performs varied tasks such as maintaining and processing employee or student records and information and reception and clerical support for the office or department. Work includes producing reports and documents from rough draft or verbal instruction; transcribing and distributing meeting minutes; and coordinating appointments, meetings and travel arrangements. Limited leadership may be exercised over small teams of co-workers or student employees. General supervision and oversight is provided to employees in this classification.

Example of Work Performed:
  1. Act as liaison with faculty, support staff, and administration.
  2. Compose/Type/Duplicate/File
  3. Answer the phone and take messages
  4. Answer general public inquiries.
  5. Provide student assistance.
  6. Provide public relations with visiting students and parents.
  7. Schedule onsite visit appointments with faculty.
  8. Prepare/reproduce/maintain/distribute tests and handouts.
  9. Maintain syllabi files
  10. Interview, hire, train and supervise work study students.
  11. Maintain security of classrooms and offices.
  12. Handle confidential files.
  13. Monitor and maintain office supply inventory.
  14. Collect and distribute mail
  15. Complete copy center requests
  16. Communicate with maintenance/custodial staff
  17. Provide upkeep/minimal training on multi-function devices (copiers/printers)
  18. Monitor/maintain building/room usage calendar
  19. Prepare, post and maintain records of office hours and class schedules
  20. Assist with pre-registration advertisement/coordination
  21. Assign Faculty Advisors to students in the LALT, HPOG, and CMAR majors
  22. Troubleshoot application/system problems with the computer/network staff for faculty & students submit trouble tickets as needed
  23. Act as liaison with Network Services
  24. Post building signage such as course room changes and class cancelled notices
  25. Handle building maintenance via maintenance work orders
  26. Prepare/maintain payment records for work study
  27. Oversee check-out of mobile computer and projection cart and PA system and accompanying equipment
  28. Assist student tutors with: reserving rooms, times, copy work, & notices of review sessions
  29. Handle the CMAR, HPOG, and LALT waiting lists/closed class lists
  30. Assist with public relations events: Plains Writers Series, Honors Club gatherings, Lambda Pi Eta Induction ceremony, CNA Dept. end-of-year awards party, etc.
  31. Help faculty prepare materials for classes and meetings
  32. Administer and collect faculty documents and forms, manage results/files (i.e. election ballots, ENG Senior Sem. Survey, CNA Senior Sem. Survey)
  33. Order faculty desk copies
  34. Develop and print simple advertisement flyers for in-house use
  35. Assist with proof-reading responsibilities for postcards, flyers, brochures and other documents for publication
  36. Work with LALT, HPOG, a CMAR Dept. Chairs in putting together new course schedules (summer & fall in the previous spring and spring in the previous fall}
  37. Assign classrooms to the courses in the new schedules
  38. Review, edit, and monitor implementation of requested changes in developing schedules
  39. Other duties as assigned.
Required Qualifications: Graduation from High School or educational equivalent and related experience.

For more information or to apply, please use the link below: