Administrative Assistant

Job title: Administrative Assistant

About the Role

Youngstown State University is seeking an Administrative Assistant to support the Rich Center for Autism and related department programs. The role provides clerical and secretarial support under general supervision, manages routine administrative tasks, facilitates program administration, and serves as a liaison between leadership and staff, including supervision of student workers.

What You'll Do

• 65% - Performs support functions for the academic and/or business unit; processes academic overrides and prepares new hire paperwork for part-time faculty and other employment groups; relieves the supervisor of routine duties; researches materials and programs; provides technical information to aid in decision making; assists in developing new procedures related to established program policy; serves as liaison between administrator and subordinates; transmits decisions; represents administrator at meetings; manages the administrator's office functions including budget monitoring, transfers, invoices, procurement, and records; submits contracts and monthly billing to procurement; performs daily tasks for assigned components such as contacting families/school districts for documents, reconciling and preparing scholarship checks, preparing billing.

• 20% - Performs public relations duties; researches inquiries and complaints; provides information about programs; assists with special events and reports; drafts and prepares memos and presentations for dissemination outside the unit; maintains office procedures; coordinates workflow; screens problems and retrieves files and records as needed; supervises student office staff across employment cycle.

• 15% - Produces typed copy, proofs and formats documents; prepares correspondence and reports; maintains files, mail routing, phones, visitors, calendars, travel arrangements, and supplies; may transcribe dictation or minutes; maintains records retention and disposal activities; coordinates with supervisor on administrative tasks.

• Other responsibilities: opens The Rich Center daily, coordinates the executive director’s calendar with the Rich Center, Advisory Board, and events; records Advisory Board meeting minutes; assists with fundraising and community events as assigned.

• Reports to: Executive Director; Supervises: may supervise student employees.

What We're Looking For

• Considerable knowledge of clerical functions and office policies and procedures; ability to explain services and interpret policies as applied in various situations.
• Experience providing administrative support, researching materials, and advising administrators to aid decision making; ability to develop new procedures within established policy.
• Experience managing budgets, processing invoices and contracts, procurement, and maintaining fiscal and personnel records.
• Strong liaison and communication skills; ability to coordinate between executives and staff and to represent the administrator at meetings.
• Experience supervising student office support staff; ability to coordinate calendars, records, and office workflow.
• Ability to perform data entry, prepare reports, and maintain files and records; proficient in office technology and standard software.