General Statement of Job
The Academic Outreach Administrative Assistant keeps official
department records and relieves the director, faculty and/or staff
members of clerical and administrative work by performing the
Specific Duties and Responsibilities
Manages AO directors calendar and independently schedules
Screens incoming calls and correspondences and responds
independently when possible.
Serves as receptionist for department (by telephone and in
Assists in planning and production of special events, programs,
or conferences by arranging for facilities and caterer, issuing
information or invitations, coordinating speakers, and controlling
Directs preparation of records such as class rosters and grade
Takes and transcribes dictation, and composes and prepares
minutes of departmental meetings.
Prepares confidential correspondence, reports, and other complex
Supervises the photocopying of correspondence or other printed
Creates and maintains database and spreadsheet files.
Admits and enrolls dual credit students and manages dual credit
records (i.e. student eligibility,
grades, rosters, instructor credentials).
Admits and enrolls continuing education students and manages
continuing education records.
Arranges complex and detailed travel plans and itineraries, and
compiles documents for travel.
Assists in hiring and training of student employees.
Creates and maintains class schedules.
Orders and maintains office supplies.
Tracks departmental budget information.
Coordinates student evaluation and other survey processes.
Maintains department web-related sites such as program websites,
SharePoint, social media accounts, and program registration.
Performs research with tools such as the Internet to locate
references for faculty and staff, and programs.
Coordinates projects with faculty and staff from multiple
departments, schools, and school districts.
Manages e-mail accounts associated with the program and responds
independently when possible (i.e.