Administrative Assistant I Upward Bound
Kentucky State University
Location
Frankfort, Kentucky
Quick overview
The Administrative Assistant provides essential administrative and clerical support to the Upward Bound program, ensuring compliance with federal, departmental, and university regulations under the Director's guidance. Key duties involve performing various office support tasks, managing front office operations, creating and distributing documents like publications and reports, and processing necessary paperwork for travel and purchasing.
Requirements summary
Candidates must possess at least two years of office management or clerical experience, preferably with a high school diploma or Associate's degree, and experience working with disadvantaged populations. Essential knowledge includes proficiency in Microsoft Office, strong organizational and communication skills, and the ability to manage multiple tasks efficiently, including accommodating flexible hours when necessary.
Job description
TITLE: Administrative Assistant – Upward Bound
Department: Upward Bound
Reports to: Director of Upward Bound
Effective date: TBD
Employment status: Full-time
Employment classification: Non-exempt
Principal purpose of job
Under the direction of the Director provides administrative and clerical support to Upward Bound program. Maintains and ensures compliance with the Federal Government, Department of Education, and Kentucky State University’s rules and regulations.
Scope of responsibility
Performs a variety of office support and secretarial duties; excellent interpersonal skills, excellent organizational skills, excellent record-keeping skills, and experience with computer software in Microsoft Word and/or Microsoft Excel. Creates various documents such as; attendance records, travel, purchasing, student files, and other required correspondence.
Essential job functions
- Performs a wide variety of typing assignments.
- Interaction with KSU students, UB high school students, employees, and vendors.
- Maintain front office operations, telephone calls, emails, and mail.
- Create and distribute correspondence, reports, and other documents.
- Creating and maintaining frequent publications such as; flyers, brochures, newsletters, and other documents.
- Maintains files and records.
- Process purchasing paperwork, travel, personnel, and check requests for students, guests, or speakers.
- Perform other duties as assigned.
Other duties
Perform other duties as assigned.
Qualifications
A high school diploma or Associates' degree is preferred. At least two years of office management/clerical experience. Experience working with disadvantaged populations. Preference will be given to candidates with experience working with students and candidates with TRIO experience.
Knowledge, skills, and abilities
- Handling office tasks, such as filling, generating reports, setting up for meetings, and ordering supplies
- Providing real-time scheduling support by booking appointments and preventing conflicts
- Make travel arrangements, such as booking flights, and cars, and making hotel reservations.
- Screen and route phone calls to the appropriate party
- Greet and assist visitors
- Maintain polite and professional communication via phone, e-mail, and mail.
- Anticipate the needs of others to ensure a seamless and positive experience
- Manage tour scheduling, confirmation, and calendar
- Manage admissions email account
- Ability to coordinate multiple responsibilities simultaneously and efficiently while meeting required deadlines.
- Ability to work a flexible schedule to accommodate weekend and evening hours as needed.
- Must possess excellent customer service, written and oral communication, and organizational and interpersonal skills.
- Proficient knowledge of Microsoft Office programs, customer management systems, and campus management systems.
- Knowledge of all corporate, state, and federal regulations and policies applicable to the position.
- Ability to function efficiently in a stressful work environment.
- Must be able to sit and stand for extended periods of time.
- Must be able to hear and speak well enough to communicate with students, parents, and staff face-to-face and via telephone contact.
Supervisory responsibility
This position does not have any supervisory responsibility.
Physical requirements
- Work is normally performed in a typical office environment.
- No or very limited physical effort is required.
- No or very limited exposure to physical risk.
Internal Candidates are Encouraged to Apply
Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
KENTUCKY STATE UNVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.