Clerical Assistant 2 - Honors College, ROTC at Indiana University of Pennsylvania – Indiana, Pennsylvania

The Clerical Assistant 2 is essential to providing administrative support for the Honors College, department of Military Science (MLSC), and New Student Orientation/Welcome Week. This position reports to the Director of the Honors College which is part of the University College. The Clerical Assistant 2 oversees and maintains the front desk operations with daily contact assisting students, faculty, staff, and visitors. The Clerical Assistant 2 supports students enrolled in the ROTC program and provides clerical assistance to the faculty/contractors that teach in the department of Military Science. Additionally, the Clerical Assistant 2 is the first point of contact for New Student Orientation (January, Summer) which includes answering the phone, responding to emails, and assisting during the scheduled programs.

Must be able to make decisions quickly and effectively that will benefit all parties involved, must be able to assist students/faculty/staff/guests with numerous topics as soon as assistance is needed. Independently determines the best resolution for the processing of problems within the office. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational skills and the ability to handle sensitive information with discretion.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

WORK SCHEDULE:

Monday - Friday 8:00 AM - 4:30 PM
ESSENTIAL DUTIES:

• Assists through email, by phone or in person to ensure constituents are receiving necessary information/assistance in a timely manner.
• Communicates processes, deadlines, announcements to students
• Coordinate groups meetings and schedule prospective student visits/tours
• Takes notes for department and/or staff meetings.
• Hires, trains and supervises student office workers, distributes and interprets work assignments to student employees, approves hours, and makes decisions regarding student work study budget.
• Acts as a website maintainer for the Honors College, department of Military Science, and New Student Orientation.
• Monitors budgets, in collaboration with Administrative Assistant in University College/Academic Success, for Honors College, department of Military Science and New Student Orientation with regular monthly reviews, entering of purchase requisitions, email communications with budget managers, and monitoring of monthly expenditures.
• Orders, operates and maintains office equipment; orders and stocks office supplies.
• Creation, maintenance of, and proofreading of materials for various college activities.
• Maintains current knowledge and skills in all software, university programs and applications used in the office.
• Assists with event planning and programming for Honors College, department of Military Science and New Student Orientation.
• Maintains a working relationship with other offices across campus to assist in completing college work including other clerical support, IT services, personnel resources, housing, dining, maintenance, etc. This often involves independent decision-making related to purchases, services needed, routing of forms, and judgements regarding efficient and appropriate courses of action.
• Understands and demonstrates proficiency in computer software programs including Adobe and Microsoft Office software suite programs including MS: Excel, Word, Teams, and Outlook.
• Ability to train, learn and develop on-the-job skills acquisition.
• Ability to work in a fast-paced environment with shifting priorities.
• Performs other related duties as assigned.

MINIMUM EXPERIENCE & TRAINING:

• Six months as a Clerical Assistant 1 (commonwealth title).

or

• Graduation from high school.

or

• An equivalent combination of experience and training.