Administrative Assistant

Job title: Administrative Assistant (pending funds availability)

Department: Division: Physics and Pre-Engineering School of STEM

Reports to: Dr. Abdalla Darwish

POSITION OVERVIEW

In the Physics Department, the part-time administrative assistant is responsible for providing administrative and clerical support to the LS-LAMP program, Air Force Research/Army Research Program, and Griffiss Institute/NASA summer outreach program. The administrative assistant role requires a high level of confidentiality and professional conduct. The position also requires tact, prompt responses to students within such programs and to the program director, and protocol. Under the general supervision of the programs' director and with an understanding of the university, including its priorities and expectations, the administrative assistant is responsible for the following duties.

Note: This position is always pending funding availability.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to the following. And other duties may be assigned when more programs get funded.

Screens incoming calls, and responds independently when appropriate to the program director. Provides administrative support to the programs' director and to the students of the programs.

Not limited to; Reads, date stamps, and incoming mail and locates and attaches appropriate files to correspondence to be answered. Prepares outgoing mail and correspondence, obtains different quotations from different vendors, processing the student's pay, and invoices, including e-mail and faxes.

Responsible for the maintenance of documents, consultation contracts, patent contracts, equipment maintenance, and renewal contracts on time and records for the IS-LAMP, Air Force/ Army or other funding agencies.

Organizes and maintains a filing system of documents and records for the Office of LS-LAMP

And files correspondence and other records and can follow the existing system.

Composes, handles, and makes copies of correspondence or other printed materials and types routine correspondence. Schedules meetings and arranges conference calls. Orders and maintains supplies and arranges for equipment maintenance. Able to arrange to program's annual conference and students’ events within the program. Manage the daily correspondences with the program students, Director, and Regional LS-LAMP office, and manage the LS-LAMP Twitter and Facebook accounts.

SUPERVISORY RESPONSIBILITIES

Work-study students and students on the aforementioned programs as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and other MS Functions.

• Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information.

• Excellent communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); some college preferred; at least one year of related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SPECIAL REQUIREMENTS

Employees must maintain confidentiality in all work performed and all the paperwork as general. Must be flexible in work schedule. Must be willing on infrequent occasions to work evenings or weekends for special events, especially during report preparation or proposal deadlines.

Note: This position will require lifting and moving boxes, files, and other office materials; must be able to lift/move boxes and files weighing a maximum of 25 pounds.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT

The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DEADLINE

Review of applications will begin immediately and will continue until the positions are filled.

HOW TO APPLY

Applications should be submitted via the Employment webpage located on the Dillard University website. Complete applications consist of a cover letter, resume and unofficial transcript.

Dillard University is an equal opportunity/affirmative action employer. Individuals who require reasonable accommodations under the Americans with Disabilities Act in order to participate in the search process should notify the Office of Human Resources.

HIRING MANAGER Dr. Abdalla Darwish