Secretarial Assistant Iii Jobs

Rutgers, The State University of New Jersey, seeks a Secretarial Assistant III. The Secretarial Assistant III (SA) reports to the Administrative Coordinator and provides administrative support to an assigned Program Coordinator(s) in the planning, implementing, and coordinating adult continuing education programs. Job responsibilities include but are not limited to scheduling; registration; research; and processing support from receipt of course setup sheets. Distribute electronic course materials; and maintenance of courses, instructors, payments, and student databases.Â

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Among the key duties of this position are the following:Â

• Enters information onto forms and into databases; locates, assembles, processes, copies, and distributes documents, forms, and other paperwork.Â
• Creates elementary databases and spreadsheets; drafts standard reports and informational materials; designs word processing routines to access, manipulate, and transmit files for specific uses; and performs various advanced and basic word processing assignments.Â
• Provides confidential and coordinating secretarial/clerical support and renders basic administrative staff assistance to a university administrator or office.Â
• Arranges travel schedules and reservations. Â
• May lead, oversee and coordinate office support-staff assignments, and handle associated administrative tasks.Â
• Greets visitors, ascertains the nature of business, and directs visitors to a supervisor or appropriate person. Â
• Prepares meeting agenda, records staff and other meetings, and puts such minutes into final form. Drafts non-routine memos and letters for review. Prepares answers to routine letters for the signature.Â
• Trains and guides others' in-office procedures.Â
• Files correspondence and other records maintains records and files of the department, and oversees filing operations.Â
• Regularly designs multi-variable files for specific uses; access and manipulates data to meet current or unique needs; designs word-processing routines to access, manipulate, and transmit files for specific uses; selects formats to ensure maximum efficiency; and assists in the development of specifications for transmitting or accessing information via telecommunications.Â
• Reads and routes incoming mail and routes outgoing mail.Â
• Schedules appointments for supervisor.Â
• Arranges meetings and associated logistics, provide information, greet, and direct visitors to the proper destination, organize schedules, make appointments and reservations, maintain records and files, and complete related duties.Â
• Performs basic bookkeeping, reconciliations, and checks and verifies bills, vouchers, and statements.Â
• Clears minor equipment malfunctions; schedules office machines and equipment for maintenance and repair. Â
• Orders, stores, and distributes supplies related to work and track expenditures.Â
• Performs related duties as assigned.
• Word-processes/types routine, non-routine, technical, general correspondence, reports, minutes, manuscripts, and statistical reports.Â
• Arranges meetings and other like gatherings; and arranges associated logistics. Assists with arrangements for conferences.Â