Overview
Associate Administrative Assistant Jobs in Boerne, TX at Valero
Job Title
Administrative Assistant
Department
Student Life Engagement
Worker Type
Regular
Pay Type
Hourly
Hourly Rate
19.85
Work Shift
Scheduled Weekly Hours
40
Benefit Eligible
Yes
Post-Offer, Pre-Employment Physical Required?
No
Job Description Summary
This administrative assistant position is with the Student Life Engagement area within the Division of Student Life.
Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of a University administrative unit
Job Description
Characteristics Duties and Responsibilities – Essential Functions
Monitors and reviews operations of unit; ensures smooth work flow; ensures work product meets professional standards.
Serves as informational resource to staff; investigates and resolves problems or difficulties related to area of expertise.
Assists University staff, faculty, and students; answers inquiries and provides information.
Oversees staff; assists in the enforcement of policies and procedures; establishes schedules and reviews performance.
Gathers and analyzes statistical information regarding department’s programs and activities; produces reports.
May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments; may maintain inventory of supplies.
Minimum Requirements
Requires nine months of coursework or training beyond high school in Business Administration and three years of related experience, or an equivalent combination of education and expertise.
Knowledge, Skills, Abilities, and Worker Characteristics
Knowledge of unit’s operations, policies, and procedures
Supervisory skills
Knowledge of computer and office applications
Research skills
Additional Position Information (if applicable)
Assists users of department’s services by providing information regarding policies and procedures; may assist patrons by aiding them in using services or filling out forms.
May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments.
May assist with various administrative tasks including ordering supplies, preparing requisitions, scheduling use of equipment, maintaining calendars, or conducting research.
May prepare various written materials including correspondence, information sheets, or news releases.
May maintain and update various files and records; may maintain department’s computer databases.
May assist in the performance of various clerical tasks including answering phones, typing, opening and distributing mail, or preparing bulk mailings.
Job Responsibilities
Policies and Procedures:
Form Management
Organization registration forms
Student organization management platform forms
Student Handbook Policy enforcement and communication for event registration, signage, facilities
Event Planning Forms and Contracts
Maintenance of Policies and Procedures on website
Financial Management
Provides oversight to the C-SEAL Office of Student Engagement and Activities
Keeps general ledger of all accounts
Maintains all office supply purchases
Uses university platforms to process all direct pays, requests for purchase order, office supply purchasing and serves as an approver for accounts assigned to this Office.
Works with director to develop and assess annual budget for department
Processes all departmental transactions
Administrative and Clerical Tasks
Maintaining Website
Weekly online newsletters
Booking travel for all staff
Answers phone, office e-mail
Customer service for students and others who stop into the office
Assists professional staff with calendaring
Provides administrative staff travel and registration support for conferences
Oversees P-Card approval and reconciliation process
Proofreads office communications
Maintains departmental calendar
Assists in event planning: ticketing, room reservations and confirmations, catering, event details, decorations and event support.
Sort and distribute all mail for the office
Organizes technology needs and support for department staff and student offices
Marketing material coordination: ordering through external vendors: pens, mints, water bottles and other office paraphernalia marketing materials.
Maintenance of listserves for newsletters
Provide administrative support for SEAL Awards program
Manage parking pass requests and access issues for faculty/staff, guests, and organization advisors
Coordinating logistics for candidate searches and other departmental visitors: itineraries, travel, lodging, interview schedule, compiling of review forms, organizing paperwork and the online hiring system
Written correspondence
Routine biannual communications with student leaders: request for roster updates and other administrative support and policies for the office
Proofreading of all letters sent by director of department
Maintain office e-mail account
Correspondence to other departments about department resources and annual report
Various files and records and databases
Department Record Keeping
Purchasing and General Accounting Records
Newsletter Databases
Important Office Partners Contact Database
Working Conditions
Generally typical office environment. May require considerable walking, standing, or bending. May have periodic assignments which entail dealing with modestly unpleasant conditions.
Special Instructions (if applicable)
None
Additional Information
A criminal background check is required. All campuses are smoke- and tobacco-free campuses.
This organization participates in E-Verify.
Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.
Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to
[email protected]
or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.
Diversity Statement
Miami University
is committed to creating an inclusive and effective teaching, learning, research, and working environment for all. For more information on Miami University’s diversity initiatives, please visit the
Office of Transformational and Inclusive Excellence
webpage. For more information on Miami University’s mission and core values, please visit the
Mission and Core Values
webpage.
Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to
[email protected]
or 513-529-3560.
Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at:
http://www.MiamiOH.edu/campus-safety/annual-report/index.html
, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.
Labor Law Posters for Applicants
Please visit our
Labor Law Posters
webpage to access all relevant and applicable labor law information.
Title: Associate Administrative Assistant
Company: Valero
Location: Boerne, TX
