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Posted: July 08 2016
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DescriptionAdministrative Support Assistant II - 10/12
California Polytechnic State University - San Luis Obispo - San Luis Obispo, CA A
ResponsibilitiesThe English Department, in the College of Liberal Arts, is one of the largest academic units within the University. The department offers BA and MA degrees in English, an English minor, a Linguistics minor, and certificates in Teaching English as a Second Language and Technical Communication. The department has approximately 300 English majors and offers many courses to satisfy General Education and Breadth requirements for all Cal Poly students. The department produces approximately 60,000 student credit units, the largest in the college.
The department is comprised of a department chair, 22 full-time faculty, and usually about 60 part-time faculty and teaching associates, with clerical/administrative support being provided by an Administrative Analyst/Specialist (AA/S), a 12/12 Administrative Support Coordinator (ASC I), and a 10/12 Administrative Support Assistant (ASA II).
Under the general supervision of the Administrative Analyst/Specialist, this position provides general clerical support for the department chair and faculty and is responsible for providing information and support for administration, faculty, students, parents, and the general public regarding department programs. The position serves as front office receptionist and provides a full range of clerical support for faculty, the department head, and the Administrative Analyst/Specialist.
RequirementsMinimum Qualifications (Staff Only)
High school diploma or its equivalent. Type 45 wpm. Three years of general office support experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Required Qualifications / Specialized Skills
Ability to perform moderate to complex clerical assignments using sound judgment and discretion. Ability to perform most or all work assignments in an independent manner.
Thorough knowledge of office methods, procedures and practices.
General working knowledge of or ability to quickly learn, applicable University infrastructure and campus policies and procedures.
Ability to independently balance a large and varied workload in a fast-paced office with frequent interruptions by displaying initiative, prioritizing/coordinating multiple projects, determining deadlines and follow through.
Attention to detail and strong proofreading skills for editing correspondence, exams and reports. Thorough knowledge of correct spelling and grammar and ability to compose correspondence independently. Demonstrated competence in effectively presenting standard information in writing.
Ability to maintain confidentiality.
Excellent skills in use of standard office software applications including word processing, spreadsheets, databases, network applications, email/calendaring, and online communication.
Ability to establish and maintain effective working relationships with department and college personnel and other campus and community constituents.
Excellent interpersonal and communication skills, both oral and written. Ability to deal effectively with a wide range of personalities and situations and work well with others. Ability to tactfully handle difficult situations involving anger and frustration.
Ability to operate proficiently, troubleshoot, and do basic maintenance on standard office equipment such as copy machines, multi-line telephone system, fax machine, Scantron machine, printers and computers.
Ability to learn, interpret independently, apply and communicate a variety of complex policies and procedures. Ability to identify deviations from applicable policies.
Ability and willingness to improve knowledge and skills by researching or attending classes, workshops and seminars related to the position.
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
Preferred Qualifications / Skills
Knowledge of and skilled in campus/network applications (PeopleSoft, Outlook Email and Calendar).
Experience with website maintenance.
Experience with newsletter coordination and graphics software.
Special Conditions (Staff)
***THIS POSITION IS OPEN UNTIL FILLED***
Must be able to work occasional overtime, times outside of regular work hours and on weekends to meet department needs.