Posted on: November 14, 2018
Under general direction, provide a wide variety of administrative support to include: Take incoming calls, forward messages, and screen calls for advisors. Answer general information, track phone and email inquiries regarding programs offered. Assist walk in clientele with general information. Assist students with obtaining petitions, forms, etc. Assist with student registration. Distribute relevant email and mail to staff. Maintain phone message system. Arrange and schedule monthly incoming student orientations. Maintain and order all supplies for the campus; Purge outdated memos and update message/bulletin boards as needed; manage key log. All reception duties included in managing the front office.
ADMINISTRATIVE CLERK RESPONSIBILITIES:
Receive/screen incoming calls and forward messages; maintain phone message system
Assist call-in and walk-in clientele and answer general information inquiries regarding programs offered and payment/Financial Aid information
Assist students with obtaining petitions and forms, and deliver forms from students to appropriate staff/faculty
Schedule and maintain appointments with all campus advisors; copy schedule and pull files for all advisors; reschedule appointments when needed
Track and respond to all phone/email inquiries regarding programs offered
Assist with student registration, including distribution to all advisors and financial aid specialists
Oversee all aspects of incoming and outgoing mail to include Fed Ex and UPS
Oversee maintenance and supply of photocopiers
Maintain phone system, to include resetting message inbox, password changes, and name change display
Update, post, manage all changes pertaining to schedule and campus signs; maintain and reproduce all flyers/schedules/other information
Maintain, reproduce and update all forms for campus; order Brandman envelopes and business cards when needed
Post and receipt all payments and forward to appropriate department; reconcile all batches as required
Prepare and deposit bank slips
Prepare for faculty orientation, information sessions, NSO and other orientations
Prepare new student packets; reproduce appropriate information needed for packets
Manage and update the faculty address/information list
Oversee all aspects of cancelled classes and student notification in conjunction with the faculty support person post notices and/or call students
Purge outdated memos and update message/bulletin board as needed
Prepare agenda and minutes for all meetings; email minutes to staff and faculty
Coordinate information session RSVP list with Inside Track; check if students have ID number, call students for reminder
ADMINISTRATIVE CLERK REQUIREMENTS:Previous Experience:Required:
Ability to formulate and communicate logical and sound conclusions and recommendations
Ability to carry out duties in a timely manner
Ability to prioritize duties when faced with interruptions, distractions and fluctuating workload
Excellent problem solving skills
Skills to perform arithmetic calculations such as addition, subtraction, multiplication, division and percentages
Computer skills in the use of word processing, internet, and electronic mail software
Ability to use standard office equipment including copier, fax and calculator
Ability to make travel and lodging arrangements
Ability to schedule and coordinate logistics for meetings, workshops and events
Organizational skills to maintain calendars and schedule appointments and meetings
Telephone skills to direct calls and take accurate messages
Demonstrated effective written and oral communications skills
Excellent interpersonal skills with a diverse group of individuals at all organizational levels, both inside and outside the University
Ability to use diplomacy and to maintain a high level of confidentiality
Ability to work effectively as part of a team
Writing skills to prepare clear and concise, grammatically correct business correspondences
Strong editing and proofreading skills
Ability to establish and maintain office files
Working knowledge of University policies and procedures that pertain to the duties of this position.
Substantial experience in an academic environment.
Knowledge of employee benefits (health and welfare).
Experience in conflict resolution and consensus building.
Knowledge of policies and procedures.
Knowledge and Education:
High school diploma required
Associate's degree preferred
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Keywords: NelsonJobs, Coachella , Administrative Clerk, Administration, Clerical , Irvine, California
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