Administrative Assistant
$2,335 - $3,269 per month + excellent benefits including PERS retirement
University Enterprises at Sac State is seeking an Administrative Assistant for Administration.
View job details & apply online at: www.ueijobs.com
APPLY BY: 4/6/18
Position Information
Job Title | Administrative Assistant |
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Worksite City | Sacramento, California |
Advertised Salary Range | $2,335 - $3,269 |
Temporary | No |
Length of Appointment | N/A |
Hours per week | Regular (full-time) Employee – 40 hours per week (Benefited) |
FLSA | Non-Exempt |
Broad Scope and Function |
The position performs a variety of administrative detail, office, reception, and secretarial support duties in support of the Administration division, Executive Director’s office, and other staff of University Enterprises, Inc. (UEI). Through familiarity with University Enterprises policies and procedures, responds to routine inquiries and directs visitors and callers appropriately. |
Reporting Relationship |
The position reports directly to and receives general supervision from the Executive Assistant to the Executive Director. |
Conditions of Employment |
This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause. |
Work Schedule |
Monday – Friday 8:00 am – 5:00 pm |
Minimum Qualifications |
1. Demonstrated professional experience in a customer service position within an office or other administrative environment. 2. Demonstrated experience using computer software including word processing and email, such as the programs in the Microsoft Office Suite. 3. Excellent command of the English language including grammar, spelling and punctuation and the ability to compose correspondence. Demonstrated ability to clearly answer routine questions and/or refer callers/visitors to appropriate departments. 4. Demonstrated excellent oral communications, customer service, and interpersonal skills working with a diverse population in a professional courteous, and effective manner. 5. Demonstrated ability to work independently with little direction and the ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly. Ability to work in a hectic environment with numerous interruptions while maintaining a professional atmosphere and exercising tact and good judgment. 6. Demonstrated ability to plan, organize, and perform a variety of secretarial, office support, and administrative detail work; organize data; develop and maintain files; maintain confidentiality of information; operate a variety of office equipment; and prepare reports. 7. Ability to work in a team structure in a busy environment and to demonstrate resourcefulness in resolving problems. 8. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards. |
Preferred Qualifications | |
Physical Requirements |
Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines. |
Working Conditions |
Work is performed in an office environment; continuous contact with staff, students, campus community, the public, and other agencies. |
Project Description |
Job Duties
Job Duty |
01. Answers telephone calls and takes messages completely and accurately. Determines the nature of the calls, and provides information to inquiries or, if needed, refers the inquiries to appropriate office personnel or other campus departments. Greets, directs, and assists office visitors; and provides a variety of information about programs, policies, and procedures; answers questions; and directs visitors to appropriate people. |
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Job Duty |
02. Processes outgoing mail and ensures that incoming mail is reviewed and distributed as appropriate. |
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Job Duty |
03. Performs clerical functions such as; typing, word processing, computer data entry, and related tasks to facilitate the operation of the Administration and Property Services departments. |
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Job Duty |
04. Coordinates visitor parking permits with campus parking division and uses the VPD (Visitor Parking Database) to request parking permits. Renews special permits for tenants of University Enterprises buildings, contractor renovation projects, summer, spring, and fall permits for University Enterprises vehicles and Bookstore vehicles. Orders permits for Dining Services vendors. Processes parking decals for employees at USGS and USFWS. |
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Job Duty |
05. Establishes and maintains office files and record keeping systems including confidential information and data. |
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Job Duty |
06. Orders, inventories, and maintains supplies for the Administration and Property Services Office. |
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Job Duty |
07. Reminds staff of scheduled events and re-schedules appointments or meetings as necessary to accommodate unexpected changes in priorities or work schedules. |
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Job Duty |
08. Monitors office equipment and service contracts. Schedules servicing and maintenance of office equipment. |
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Job Duty |
09. Distributes copies of the Hornet Newspaper to a designated list of people. |
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Job Duty |
10. Coordinates with University Telecommunication Services (UTS) regarding telephone location changes, additions, upgrades, removal of telephones, and/or any problems concerning telephone services. This entails placing orders online and following up on status of orders. |
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Job Duty |
11. Manages the schedule for the University Enterprises conference room and shared spaces in other buildings for meetings by internal and external requestors. Coordinates meetings and equipment and works with the appropriate departments; reviews each order for accuracy and quality, then routes invoice for approval. |
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Job Duty |
12. Coordinates key access issuance for all employees at UEI properties. |
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Job Duty |
13. Works with the Administration and Property Services Assistant to plan and organize UEI special events such as, UEI Celebrates, and other informal gatherings. |
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Job Duty |
14. Coordinates the United Way campaign for University Enterprises annually. Duties include: distributing and collecting forms; reviewing them for accuracy; auditing for Payroll office; and returning the forms to the Sac State Chair of the United Way Campaign. Also represents University Enterprises at United Way meetings. |
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Job Duty |
15. Maintains annual physical inventory for administrative offices. |
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Job Duty |
16. Performs other job-related duties as assigned. |
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Posting Detail Information
Posting Number | B038F17 |
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Number of Vacancies | 1 |
Position End Date (if temporary) | |
Open Date | 03/15/2018 |
Close Date | 03/29/2018 |
Open Until Filled | No |
Special Instructions Summary |
If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. |