In keeping with the President’s commitment to Tuskegee University becoming "One Tuskegee," the ideal Administrative Assistant/Program Assistant (DAES) will possess the willingness to use their expertise to assist in the University’s efforts to be a sustainable academic organization committed to excellence.
Essential Job Duties and Responsibilities
Responsible for management of the office in the absence of the Department Head
Assist the Department Head and faculty in the management of facilities and equipment
Type requisitions, purchase orders, vouchers, check requests, and other institutional forms
Assist in the development of semester course schedules by contacting faculty to determine courses and sections they are teaching, making sure rooms are available for courses during the days and times scheduled
Enter courses, sections, instructors, times, dates, and rooms into the database
Maintain/order/distribute office equipment, supplies, and inventory
Serve as the communication hub for the department by organizing, storing, retrieving, and integrating information for dissemination to faculty, staff, and/or students
Communicate information from the Department Head, Assistant Department Head, and faculty to others by mail, email, telephone, and the web
Assist students in obtaining scholarships, books, and teaching assistantships
Perform general office functions, including typing, accounting, record keeping, maintaining departmental files, updating records
Compose routine letters, memoranda, reports, and other communication
Make appointments, coordinate meetings, arrange travel requirements
Assist in preparation of annual reports; Compose routine letters, memoranda, reports, and other communication
Compile factual reports; Prepares reports containing statistical and/or financial data
Review, sort, and route the Departmental mail
Supervise and train staff/student assistants
Review and submit academic course schedules, textbook orders, course outlines
Assist in preparation and submission of proposals
Maintain complete student record system for the department
Assist with departmental programs, particularly those used for recruitment, including, but not limited to, AgriTREK/SciTREK, AgDiscovery, and related programs.
Gather data and assist in preparing reports and presentations for programs
Type and process requisitions, purchase orders, vouchers, check requests for program materials and supplies
Maintain databases and statistical data for all program applicants and participants
Assist with the compiling, analyzing, and disseminating data for programs
Develop and implement program materials, such as pamphlets, websites, brochures, program applications, etc.
Assist with the preparation and submission of programmatic reports
Coordinate application and selection process for program applicants
Make reservations and arrange travel for all persons related to the program
Make appointments, coordinate meetings, prepare agenda for meetings related to programs
Serve as the primary contact person for programs
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required.
Keyboarding skills with speeds of a preferred minimum of 50 wpm are required.
A working knowledge of word processing and spreadsheet applications is required.
Must have a working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department.
Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations.
Effective oral and written communication skills are required.
Must be able to train, assign work, and review the work of full- and part-time employees and student workers.
Must have the ability to maintain departmental financial records and accounts and prepare financial reports.
Commensurate with education, training and experience
Additional Position Information
This position does require weekend and after work hours during peek season
This position does require some travel
This position is funded through a grant and basic budget funding
**The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **
Each applicant, including all current/existing employees, must complete and submit a Tuskegee University employment application, resume/CV, a list of (3) to (5) references (with detailed contact information) and copies of unofficial transcripts (official transcript(s) will be required upon hire). Applicants must meet the minimum qualifications and submit a completed application packet in order to be considered for the position. The University reserves the right not to fill the position in the event of budgetary or operational constraints.
Office of Human Resources
1200 West Montgomery Road
101 Kresge Center
Tuskegee, Alabama 36088
Email Address: firstname.lastname@example.org
Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled
Federal law requires identity and employment eligibility verifications on Form I-9 within three (3) business days of employment.
Must be able to pass a background check.