Administrative Assistant

Administrative Support Specialist

Provide assistance to supervisors in the administration of departmental programs or activities. Direct daily office operations pertaining to departmental programs and procedures. Relieve supervisors of routine and some non-routine administrative duties. Exercise independent judgment in resolving issues or concerns related to departmental policies and procedures.

Essential Functions :

Research, collect, and interpret data for the purpose of providing information to others, developing programs, making recommendations, and preparing materials. Evaluate programs, provide input in the decision-making process and administers new policies and programs.

Maintain highly confidential personnel files and payroll records. Track available positions, compiles information for job descriptions, new job openings and employee searches. Interpret policies / procedures and transmit decisions and directives for the benefit of support staff, faculty and student assistants.

Maintain calendars, organize meetings, coordinate special events and travel arrangements and compose correspondence. Update and manage computer database and file systems. Utilize software packages and computer applications to create spreadsheets and documents for the completion of projects.

Monitor budgets, establish start-up accounting procedures, and manage or close out special accounts for the department. Research products, vendors, and prices to properly appropriate funds for the purchase of equipment and supplies.

Coordinate public relations activities for the purpose of responding to inquiries and complaints, furnishing information to the public and providing explanations. Act as a liaison between the department and the university community.

Assign, train, supervise and review the work of designated clerical support personnel and student assistants.

This position will also work on an as needed basis with college departments and schools that are experiencing a heavy workload and need help meeting deadlines.

Role Summary / Purpose :

Under general supervision, using independent judgment, provide administrative and office support for both shared governance bodies of The University of Akron Faculty Senate and University Council. Shared governance plays a vital role at The University of Akron, ensuring faculty, staff and students participate in decision-making and developing policies that affect the institution. The role includes planning, implementing, overseeing, and carrying out complex office administrative responsibilities in a fast paced and highly confidential environment, overseeing operations in an efficient and transparent manner.

Key Responsibilities :

Providing overall administrative and office support for shared governance bodies of Faculty Senate and University Council includes, but is not limited to :

• Preparing proper documentation and ensuring those documents are in place (e.g., meeting minutes, agendas, memos, forms, academic / curriculum materials)
• Maintaining and updating rosters, as well as all standing committees and ad-hoc committees
• Attending monthly meetings and assisting with planning logistics and helping at the meetings with technology, minute taking or other functions as needed
• Attending Executive Committee meetings
• Managing Microsoft Teams for each shared governance body and their respective committees
• Understanding of Robert's Rules of Order
• Maintaining and proactively working ahead of the calendar for each body to guarantee timely and efficient operations
• Helping manage communication, which can include sending out agendas and minutes, meeting notices, reminders to committee members, and messages on behalf of shared governance leaders

Other duties as may be assigned