Lake Superior State University
Lake Superior State University
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FLSA Designation
Date Issued: 2008-03-17
Title: Administrative Assistant
Function and Responsibility
To provide executive level secretarial, receptionist and administrative assistance to the Provost/Vice President for Academic Affairs and efficiently manage the Provost/VPAA Office.
Duties and Responsibilities
Assist in a wide range of activities, exercising discretion; screen calls and visitors; dispatch mail; arrange meetings and conferences; represent the Provost/VPAA’s Office on routine administrative matters; draft correspondence; schedule appointments; maintain office files and records; prepare time sheets for individuals reporting to the Provost/VPAA; review budget reports to monitor and correct departmental expenditures; and assist academic deans and secretaries as needed.

Take initiative and responsibility for a wide range of tasks; obtain and maintain teaching load files; perform Banner data entry, maintain Academic Affairs directory, tenure list, etc. so various reports and information can be created and retrieved quickly; be familiar with the faculty Agreement and watch for matters that will be affected by the Agreement; compose and produce Dean’s List letters each semester; coordinate committee activities; and interface with University offices and external constituents.

Provide back-up telephone support to Regional Center students when director(s) are unavailable. Work with the chair of the Distinguished Teaching Award Committee in making arrangements for the annual award. Plan and follow through on all related details associated with the annual Honors Breakfast, Commencement and any other ceremonies as necessary. Process invoices, reimbursements, and grants related to LSSU’s seven charter schools.

Make arrangements for special set-ups, meetings and reservations for office-related activities. Assist with materials related to institutional accreditation reviews.

Flexibility and willingness to accept new ideas and challenges are required. Flexibility in scheduled work hours is required. A great deal of initiative and strict confidentiality are required.

Train, supervise and evaluate student worker(s) performance.

Related duties as assigned.
Baccalaureate degree and three years’ executive office experience preferred.
Associate degree in office administration or closely-related field or equivalent education required and five years of office experience.

Competence in office management, MS Word and MS Excel; excellent writing and editing skills; ability to work with numbers and produce a variety of reports; accuracy in proofing functions; initiative and mature judgment required; must maintain confidentiality of office; must be able to learn procedures, policies and practices of the University and its collective bargaining agreements.
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