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School of Design + Construction Policies + Procedures

3.12 Administrative Assistant

Summary of Duties
Under general direction from the administrative manager, the administrative assistant (II) provides administrative support services, serves as a receptionist, and assists with special projects for the SDC. The following is an abbreviated version of the full position description.

Administrative Support – 45%

  • Serve as the SDC’s primary receptionist and interact with people in a positive and professional manner in person, via e-mail, and on the telephone;
  • Provide general information regarding academic programs, policies, and procedures;
  • Lead organization of SDC events including catering and facility needs;
  • Manage seminar and conference room usage and arrange Skype for Business connections;
  • Supervise student employees on specific tasks and assignments (e.g. maintenance of office equipment and supplies, mail, key inventory, building access, facility and storage needs);
  • Maintain poster boards in Carpenter, Daggy, and Dana, and TV monitor in Carpenter (OTIS);
  • Assist with posting events to the college calendar, social media, and dean’s newsletter;
  • Generate facilities requests for repairs and maintenance;
  • Record accurate minutes from monthly faculty/staff meetings;
  • Assist with reports, correspondence, and record keeping as necessary.

Purchasing, Travel, and Personnel 50%

  • Coordinate activities for purchasing (e.g. requests, approvals, distribution of merchandise);
  • Coordinate activities for travel (e.g. authorizations, arrangements, reimbursements);
  • Assist administrative manager with budget records and accounts management as needed;
  • Maintain leave reports for all SDC faculty and staff;
  • Generate and track student worker hours through Daily Activity Reports;
  • Process PERMS appointments as directed by the administrative manager;
  • Assist with temporary appointment payroll data for PEARS certification;
  • Maintain records and files as essential.

Other duties – 5%

  • Attend SDC, college, and university meetings and serve on committees as necessary;
  • Assist with special projects as needed;
  • Performs other duties as essential for the effective operation of the SDC.