Position Number: 002149

Department: College of Education (Col)

Employment Type: Permanent - Part-time

Months Per Year: 12

Essential Duties and Responsibilities:

• Answer and direct phone calls.

• Organize and schedule meetings and appointments.

• Maintain contact lists and produce and distribute correspondence memos, letters, faxes and forms.

• Write letters and emails on behalf of other SVSM /Super Competition Director

• Reply to email, telephone or face to face enquiries.

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Assist in the preparation of regularly scheduled reports.

• Maintain computer and manual filing systems and develop and maintain a filing system.

• Submit and reconcile expense reports, generate reports, prepare and monitor invoices.

• Develop and update administrative systems to make them more efficient and resolve administrative problems.

• Handle sensitive information in a confidential manner

• Receive, sort and distribute the mail.

• Greet and assist visitors to the office and provide general support to visitors.

• Provide information by answering questions and requests.

• Handle multiple projects.

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques; coordinate repairs to office equipment.

• Order & maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Contribute to team effort by accomplishing related results as needed

• Answer telephone calls and pass them on

• Photocopy and print out documents on behalf the Program Director

Minimum Experience / Education:

Required Minimum Qualifications:

Graduation from high school; or an equivalent combination of education and experience.

University Preferred Qualifications:

Graduation from high school, or completion of its equivalency, and one year of office/clerical work experience; or an equivalent combination of training/experience.

Preferred Education Skills and Experience:

• High school diploma or equivalent; college degree preferred.

• Minimum one (1) year of related experience in administrative/assistant office work.

• Experience in information/records administration.

• Proven administrative or assistant experience.

• Working knowledge of office management systems and procedures.

• Excellent time management skills and ability to multi-task and prioritize work.

• Proficient in MS Office and Google Suite.

• Strong organizational and planning skills.

• Strong customer service skills.

• Attention to detail and problem solving skills.

• Excellent written and verbal communication skills.