Administrative Assistant II, Scholars Academy at University of Houston - Downtown in Houston, Texas

Job Description:

The Administrative Assistant II performs a variety of administrative tasks, including financial and human resources tasks, to support the students, staff, and faculty of a department or unit.

DUTIES

1. Provides general assistance and information to students, faculty, and staff as required.


2. Performs general office tasks, including but not limited to, answering phones and emails, ordering office supplies, running reports, ordering promotional items, and ordering business cards.


3. Maintains records relating to administrative, financial, and human resources matters.


4. Prepares expenditure and personnel documents; assists with budget reconciliations.


5. Receives and submits facilities requests; coordinates the planned maintenance and acquisition of equipment and services from the IT and Facilities departments.


6. Prepares and distributes communications and correspondence on behalf of others.


7. Assists with contracts as required, gathering quotes, preparing documents, and obtaining signatures.


8. Maintains diaries and schedules for others as necessary, including scheduling appointments, organizing meetings, and making travel arrangements.


9. Assists with coordinating events; attends and assists at events as required.


10. Maintains departmental inventory.

MARGINAL DUTIES

1. Performs all other duties assigned

SUPERVISORY RESPONSIBILITIES

Direct Reports: May supervise Student Employees

Delegation of Work: May assign work to subordinate(s)

Supervision Given: May supervise the work of student workers

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge:

• Knowledge of general office and administration tasks and equipment, knowledge of relevant University policies and procedures.

Skills:

• Good technical skills, including strong proficiency in MS Office and PeopleSoft; strong analytical and problem-solving skills; excellent interpersonal, communication, and customer service skills; good attention to detail; strong organizational skills.

Abilities:

• Ability to work in a timely manner; ability to multitask; ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community.

WORK LOCATION AND PHYSICAL DEMANDS

Primary Work Location: Works in an office environment.

Physical Demands: Work is performed in a typical interior work environment that does not subject the employee to any unpleasant elements; the individual has discretion in relation to walking, standing, etc. The work environment involves minimal exposure to physical risks.  Must have precise hand-eye coordination and the ability to identify and distinguish colors.  Must have the ability to move items of up to 40lbs.

EEO/AA

Required Education: Completion of some college coursework

Required Experience: Minimum of three (3) years of related job experience

License/Certification: None Required

PREFERRED QUALIFICATIONS

None