Washington & Jefferson College
  • Washington, PA, USA
  • Full Time

Summary

The Administrative Assistant (AA) provides support for and manages administrative functions of the Department of Campus & Public Safety (CPS). The AA assists CPS staff with scheduling, departmental projects, programs, events, marketing, and serves as the receptionist and public representative for the Director and Lieutenant of CPS.  This is a 10-month position, the specific time frame will be developed in conjunction with departmental demands.

 

Duties and Responsibilities

  • Serve as Initial point of contact and representative of the Department of Campus & Public Safety. Communicate and coordinate with people needing to meet or talk with the Director and/or the Lieutenant including students, staff, faculty, visitors, and outside vendors.
  • Conduct reception and registration functions for individuals visiting the offices of the Director and Lieutenant.
  • Provide support for and work directly on Department projects and business including parking passes, building access and other core and existing or new safety initiatives.
  • Serve as administrative support for the campus-wide Safety Committee. Appropriately answer the telephone, screen calls, respond to emails, and relay messages that may consist of sensitive and protected information.
  • Operate and conduct themselves in accordance with CPS Core Values.
  • Focus on customer service and student-centered care and support
  • Perform office duties including handling mail, completing requisitions, work orders and purchase orders, assisting with budget management for the office, maintaining inventory of equipment, ordering office equipment and supplies for the department as needed.
  • Assist with the creation and distribution of publicity for Campus & Public Safety programs, duties and functions.
  • Establish and maintain good rapport with campus departments including Student Life, Residence Life, Information/Technology Services, Dining Service, Facility Services, the Business Office, etc.
  • Maintain and update the CPS website and calendar of events.
  • Other responsibilities as assigned by the Director and/or Lieutenant.

 

Qualifications

  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Must have excellent interpersonal and communication skills (verbal and written) and the ability to work effectively with a wide range of constituencies - both internally and externally.
  • Adaptability for changing situations and ability to multi-task.
  • High school graduate or equivalent, some college level coursework preferred.
  • Secretarial experience in a police, security, or academic setting preferred.
  • Proficiency and understanding of Microsoft applications: Word, Excel and PowerPoint, and ability to quickly learn other software applications.
  • Ability to work independently, exercise good judgment and to maintain strict confidentiality.
  • Demonstrated ability to plan and organize standard office procedures.
  • Communicate students' concerns to Campus & Public Safety staff as warranted, often needing to recognize what situations may be urgent or not.

 

Interpersonal Skills

  • Help visitors feel at ease during their visit to the Department of Campus & Public Safety, no matter the nature of their visit.
  • Handle telephone calls and emails from students, staff, faculty, and parents with great sensitivity and confidentiality.
  • Establish a good working relationship with the staff in the Department.
  • Proud to represent CPS in a sensitive but confident and professional manner in all respects.
  • Able to read and follow policy and understand chain-of-command.
  • Enjoy being part of a unique community and a close-knit team.

 

Supervisory Duties

This position has no supervisory responsibilities

 

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job.  Rather, they are intended only to describe the general nature of the position.

 

Job Description Status The duties and responsibilities listed in this job description are illustrative ones anticipated for this position.  Other duties and responsibilities may be assigned as required.  Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs.  This job description and any attachments do not constitute or represent a contract.

Washington & Jefferson College
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