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ADMINISTRATIVE OFFICE ASSISTANT

University Enterprises, Inc.
SACRAMENTO, CA Full-time
Posted on June 21, 2019
Job Title Administrative Office Assistant
Worksite City Sacramento, California
Advertised Salary Range $2,779 - $3,891
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  
Minimum Qualifications

1. Demonstrated professional experience in an administrative support position including experience performing clerical functions such as word processing, filing, copying, answering phones, and typing.

2. Experiencing in managing projects from inception through implementation.

3. Demonstrated experience using computer software including word processing, spreadsheets, email, and databases such as the programs in the Microsoft Office Suite.

4. Strong written and oral communication skills including excellent command of English usage 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.

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 handle a broad range of interpersonal internal and external contacts, in a professional courteous, and effective manner, including those at a higher level and those sensitive in nature.

8. Ability to work in a team structure in a busy environment and to demonstrate resourcefulness in resolving problems.

9. 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, scanner, 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. Performs administrative support duties for the Executive Director and other staff as assigned such as; typing, word processing, computer data entry, and related tasks. Coordinates and schedules meetings; composes, edits, types, and proofreads correspondence, memoranda, documents, financial statements, and reports.

Job Duties

 

Job Duty

02. 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.

Job Duties

 

Job Duty

03. Processes UEI outgoing mail and ensures that incoming mail to UEI is reviewed and distributed as appropriate. Receives the Executive Director’s mail, reviews and prepares background materials and responses on a wide range of topics both independently and as directed.

Job Duties

 

Job Duty

04. Interacts with others in a professional manner and maintains confidentiality of information.

Job Duties

 

Job Duty

05. Places catering orders for board meetings, board retreats, and other events as directed.

Job Duties

 

Job Duty

06. Processes and codes invoices for the Administration department, approves or obtains approval as appropriate. Reconciles company credit card for Executive Director and Executive Assistant.

Job Duties

 

Job Duty

07. Coordinates visitor parking permits with campus parking division and uses the VPD (Visitor Parking Database) to request parking permits for the Administration department. Serves as back-up for requesting parking permits for the Property Services Administrative Assistant.

Job Duties

 

Job Duty

08. Establishes and maintains office files and record keeping systems including confidential information and data.

Job Duties

 

Job Duty

09. Orders, inventories, and maintains supplies for the Administration and Property Services Office. Monitors office equipment and service contracts. Schedules servicing and maintenance of office equipment. Maintains annual physical inventory for administrative offices.

Job Duties

 

Job Duty

10. Reminds staff of scheduled events and re-schedules appointments or meetings as necessary to accommodate unexpected changes in priorities or work schedules.

Job Duties

 

Job Duty

11. Manages the schedule for the University Enterprises conference room, boardroom, and shared spaces in other buildings for meetings by internal and external requestors. Coordinates meetings and equipment and works with the appropriate departments.

Job Duties

 

Job Duty

12. Works with the Executive Assistant to plan and organize UEI special events such as UEI Celebrates and other informal gatherings.

Job Duties

 

Job Duty

13. Coordinates the United Way campaign for University Enterprises annually. Duties include distributing and collecting forms; reviewing them for accuracy; auditing for the Payroll office; and returning the forms to the Sac State Chair of the United Way Campaign. Represents University Enterprises at United Way meetings.

Job Duties

 

Job Duty

14. Works with Marketing department to post information related to the UEI Board of Directors on the UEI website.

Job Duties

 

Job Duty

15. Serves as the Administration representative on the Campus Grants Committee.

Job Duties

 

Job Duty

16. Serves as back up emergency coordinator during evacuation drills. Contacts each unit head to verify that everyone is safely outside the building and reports to the Human Resources Safety Committee Coordinator and Executive Director the results of the evacuation process.

Job Duties

 

Job Duty

17. Schedules, attends, and takes minutes for the Bookstore Advisory Council.

Job Duties

 

Job Duty

18. Notifies all UEI management and staff about events that are of concern to them or involve them, distributes tickets or invitations, and maintains records as necessary.

Job Duties

 

Job Duty

19. Maintains and updates the UEI Phone Directory as needed.

Job Duties

 

Job Duty

20. Performs other job-related duties as assigned.

Posting Detail Information

 

Posting Number B071F18
Number of Vacancies 1
Position End Date (if temporary)  
Open Date 06/07/2019
Close Date 06/21/2019
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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this position?
    • UEIJobs Website
    • Interest Card Emails
    • Twitter
    • Indeed
    • Career Fair
    • Campus Career Center
    • LinkedIn
    • Personal Referral
    • Sacramento Bee
    • Careerbuilder
    • Internal Job Posting
    • The WELL hiring expo
    • Other
  2. If other, please specify.

    (Open Ended Question)

  3. * Do you have professional experience in an administrative support position including experience performing clerical functions such as word processing, filing, copying, answering phones, and typing?
    • Yes
    • No
  4. * Please describe your experience in an administrative support position.

    (Open Ended Question)

  5. * This position requires experience managing projects from inception through implementation. Please provide examples of work projects that demonstrate this experience.

    (Open Ended Question)

  6. * Do you have demonstrated experience in the use of computer applications including word-processing, spreadsheet, and database such as the programs in the Microsoft Office suite?
    • Yes
    • No
  7. * Please describe the types of documents you have worked in and produced. Please be as specific as possible.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume