Administrative Assistant (Pending funds available)
Position Overview
This is a full-time administrative assistant position, r espons ible for providing administrative and clerical support to the LS-LAMP program, Air Force Research/Army Research Program, Dept. of Energy, Insight center, NASA, IBM and Air Force summer outreach programs. The administrative assistant role requires a high level of confidentiality and profe ssio nal conduct. The position also requires tact, prompt responses to st udents within such research and to the program s and to the programs director, and protocol. Under the general supervision of the programs' director and with an understanding of the university, including its priorities and expectations, the administrative assistant is responsible for the following dutie s .
Note: This position is always pending of the funding availability and it is “At Will”.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but not limited to the following. And other duties may be a ssig ned when more programs get funded.
Screen s incoming calls , and responds independently when appropriate to the program director . Provides administrative support to programs' dir ecto r and to the students of the programs.
Not limited to; Reads, date stamps and incoming mail and locates a nd attaches appropriate file to correspondence to be answered. Prepares outgoing mail and correspondence, obtain different quotations from different vendors, processing h e students pay , invoices , including e-mail and faxes.
Responsible for the maintenance of documents, consultation contracts , patent contracts, equipment maintenance a nd renewal contracts on time and records for the LS- LAMP, Air Force/ Army or other funding agencies .
Organizes and maintains a filing system of document and records for the Office of LES-LAMP
and files correspondence and other records and able to follow the existing system.
Composes, handles, makes copies of correspondence or other printed materials and types routine correspondence. Schedules meetings and arranges conference calls. Zoom meetings, Orders and maintains supplies and arranges for equipment maintenance. Able to arrange to programs annual conference, and students’ events within the program. Mange the daily correspondences with the programs students , Director, Regional LS-LAMP office, manage the LS-LAMP Twitter , Face book accounts.
Supervisory Responsibilities
Work-study students and students on the aforementioned programs as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint Presentation and other MS functions.
- Demonstrated ability to exercise good judgment and discretion in handling sensitive and confidential information.
- Excellence communication and interpersonal skills to effectively deal with diverse groups and individuals at various levels within the organization and the public.
EDUCATION And/or EXPERIENCE
High school diploma or general education degree (GED) with 4 years of experience on a similar setting college is preferred with at least one year of related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively. Bilingual is preferred.
Mathematical Skills
Ability to add, subtract , multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate , ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized sit11ations.
Special Requirements
Employee must maintain strict confidentiality in all work performed and all the paper work as general. Must be flexible in work schedule. Must be willing on infrequent occasions to work evenings or weekends for special events, especially during reports preparation or proposal deadlines.
Note: This position will require lifting and moving boxes, files, and other office materials ; must be able to lift/move boxes and files weighing a maximum of 25 pounds.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accmm11odations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable acc01m11odations may be made to enable individuals with disabilities to perform the essential functions.
DEADLINE
Review of applications will begin immediately and will continue until the positions are filled.
How To Apply
Applications should be submitted via the Employment webpage located on the Dillard University website. Complete applications consist of a cover letter, resume and unofficial transcript.
Dillard University is an equal opportunity/affirmative action employer. Individuals who require reasonable accommodations under the Americans with Disabilities Act in order to participate in the search process should notify the Office of Human Resources.
HIRING MANAGER Dr. Abdalla Darwish
DILLARD UNIVERSITY SCHOOL OF STEM 2601 GENTILLY BOULEVARD NEW ORLEANS, LA PHONE. 504-816-4722 FAX 504-816-4724 WWW . DILLARD . E DU
