Administrative Assistant VI

Summary of Work and Responsibilities:

The position serves as the primary point of contact for administrative matters and helps ensure the efficient operation of these university bodies.

Main Duties and Responsibilities:

Frontline and Administrative Support:

• Receives and responds to inquiries and requests from stakeholders and visitors through face-to-face, online, phone, and email channels; coordinates the flow of information within University Office of Decorum and Investigation and with concerned offices.
• Receives, records, and relays incoming memoranda and correspondence.
• Manages the Director’s calendar, meeting agendas, appointments, and schedules.
• Serves as custodian of office equipment, supplies, documents, and files; conducts inventory, checks equipment condition, and ensures supplies are properly replenished and stored.
• Maintains and updates University Office of Decorum and Investigation website content, including announcements, policies, events, and multimedia.
• Monitors staff attendance and leave credits and prepares attendance reports.

Budget and Financial Support:

• Tracks office expenses and prepares reports against the approved budget.
• Maintains financial records and consolidates documents for the annual budget and financial transactions.
• Assists in budget preparation by providing data and reports on facilities, supplies, and other budget areas.
• Prepares payment-processing documents and monitors petty cash, liquidation reports, and the financial status of programs and activities in accordance with approved budgets and guidelines.

Records Management Support:

• Updates databases and systematically maintains correspondence, documents, case files, and other records while protecting confidentiality and data privacy.
• Receives, routes, organizes, and safely stores files and releases them only to authorized personnel.
• Prepares and files outgoing correspondence and ensures prompt distribution, particularly of confidential documents.
• Collates, reproduces, distributes, and properly disposes of materials for office and committee meetings.

Case Investigation Support:

• Coordinates case information and school disciplinary and records offices.
• Reviews client-submitted forms for completeness and accuracy and routes them to the appropriate University Office of Decorum and Investigation officers and the Director.
• Provides logistical support for UCODI/DAC hearings and meetings, including preparing documents and videos, arranging venues, equipment, and catering, and transcribing hearings and deliberations when necessary.
• Performs other duties assigned by the immediate supervisor or authorized representative.

• Excellent oral and written communication skills.
• Knowledge of administrative and clerical procedures, including memo drafting, interdepartmental communication, budgeting, and expense monitoring.
• Strong records management skills and ability to organize, monitor, and secure documents.
• Working knowledge of basic accounting and bookkeeping principles, standards, practices, and regulations.
• Proficiency in Microsoft Office applications and basic website/content management.
• Strong interpersonal, planning, organizational, and coordination skills.
• High attention to detail, adaptability, efficiency, and ability to manage multiple priorities in a fast-paced environment.
• Education and Experience
• Bachelor’s degree in any field, with relevant coursework or training in administration, office management, records management, business processes, or a related area considered an advantage.
• At least three years of experience in office work and documentation, including administrative coordination, records handling, correspondence, scheduling, budget monitoring, and support for meetings or similar activities.