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Administrative Assistant  « Position Deleted on 2/03/2013 »

Institution: Illinois Institute of Technology
Location: Chicago, IL
Category:
  • Admin - Sponsored Programs, Grants, and Contracts
Posted: 01/15/2013
Type: Full Time
This position is no longer an active posting on HigherEdJobs
Job Category: Administrative Support
Department: College of Psychology
Location: IIT-Main Campus (MC), 3300 S. Federal, Chicago
Requisition Number: 0601321

GENERAL DESCRIPTION
The Administrative Assistant will perform a variety of administrative, secretarial, clerical and public contact duties under minimal supervision, following established procedures and methods, using discretion and independent judgment concerning priorities, methods, procedures and deadlines. Answer phones, greet visitors, assist students, help with marketing, social media updates and with student applications.

Key Responsibility 1
Answers and screens calls for the department. Responds to prospective students, guests, faculty, staff and current students in a timely manner and with a professional demeanor by multiple methods: in-person, phone and in written correspondence. This position will also assume the responsibility for maintaining the appearance of the office, lounge, kitchenette and conference room.

Key Responsibility 2
Performs clerical and secretarial services for faculty and department chair, as requested. Maintains departmental files, including student records, course schedules and syllabi, and administrative records, the upkeep of the student filing system, syllabi and course schedules both digitally and in hard copies. Ensures the accuracy and completeness of files.

Prepares and routes requests for supplies, equipment and services. Tracks facility repairs and work orders. Reserves rooms, equipment and catering for events as well as following through to make sure everything is in place.

Key Responsibility 3
Prepares and routes requests for supplies, equipment and services. Tracks facility repairs and work orders. Reserves rooms, equipment and catering for events as well as following through to make sure everything is in place.

Works directly with College Admissions and Marketing Associate Director with marketing and social media projects. Inputs all admissions hardcopies into electronic system and helps with prospective student files.

Key Responsibility 4
Maintains the upkeep of the student filing system, syllabi and course schedules both digitally and hard copies.

Works directly with College Admissions and Marketing Associate Director on marketing and social media projects.

Key Responsibility 5
Processes admission applications. Inputs hard copies of admissions material into electronic system and maintains hard copy files of prospective students.

Communications:
Written and verbal communication must be excellent. As the main person greeting students when they first contact the College of Psychology communications should be engaging, warm and should also have appropriate professional boundaries. Internal and external communication and relationships are essential in this position. Understanding of different cultures and international communication is a plus. Needs to establish

Establishes open communications with supervisors, other staff and faculty.

Customer Service:
Serve as resources for departmental customers. Students, staff, faculty and occasionally parents of students all may be considered customers.

Education & Experience:
High School Diploma Required. Bachelor degree or associates degree is preferred. Prior experience in a university or college is a plus.

Preferred Skills:
Must have good working knowledge of computerized word processing and associated computerized applications (ie. label making, mass mailing lists, etc.) Proficiency with Microsoft Office suite (Work, Power Point and Excel) as well as general knowledge on the running of standard office equipment such as fax machine, copier, scanner, and projector.

Special Instructions to Applicants:
Work samples invited including writing samples
EOE