Title: Administrative Assistant 1

Department Org: Dean-Law School - 102070

Employee Classification: H3 - Comm Workers of America FT

Bargaining Unit: Communication Workers America

Primary Location: MC AC

Shift:  1

Start Time:     End Time:  

Posted Salary:

Float: False

Rotate: False

On Call: False

Travel: False

Weekend/Holiday: False

Job Description:

The Administrative Assistant 1 will support College of Law Academic Affairs, Student Affairs, and Faculty initiatives. This position interacts with students, full-time faculty, adjunct faculty, staff, members of the public, and alumni. This position often independently answers questions, assesses issues, advises about next steps, and follows up with limited supervision to support administrative suite and faculty operations. This position must use independent judgment to manage office tasks with limited supervision while using a wide variety of technology.

The Administrative Assistant 1 is responsible for independently managing faculty, staff, and student interaction within the Administrative Suite, as well as managing the room reservation system and master event planning calendar. This position also provides essential support for the planning, logistics, and facilitation of college events, supports faculty in the preparation, administration, and completion of quizzes, tests, and examinations, supports faculty in course instruction, including book ordering, manages student attendance records and sends students attendance warning messages and provides support for the Legal Institute for the Great Lakes and the Great Lakes Water Conference. The Administrative Assistant 1 manages appointment calendars and other projects for Associate Dean for Academic Affairs and Assistant Dean for Student Affairs, assists the Associate Dean and Assistant Dean with managing purchasing cards, completing travel reimbursements, and processing check requests and deposits, coordinates with Business Manager to ensure timely payment of invoices, submits work orders and other requests to facilities and custodial staff and prepares correspondence, makes copies, maintains accurate files of reports and documents to be retained, and registers guest vehicles in the university system.

Minimum Qualifications:

Education/Experience/Licensing:
• Associate Degree in business management, secretarial sciences or closely related field, and minimum of six (6) months of related work experience performing similar duties for an upper-level management position or an equivalent combination of education and experience.
• Proficiency with using technology, including Microsoft Office 365 suite and Adobe.
• Successful score on Ohio Civil Service test for those not already in the classification.

Knowledge, Skills, and Abilities:
• Knowledge of organizational procedures and operations and the ability to analyze and make recommendations.
• Aptitude for learning new technologies quickly and keeping up with best practices.
• Exhibit professional, respectful, and positive communication skills when interacting with a diverse population of students, faculty, staff, and all internal and external stakeholders.
• Ability to complete moderately complex administrative paperwork.
• Able to independently assess, respond to, and follow up on inquiries from, and advise students, staff, faculty, alumni, and guests.
• Ability work efficiently in a fast-paced environment, multitask, and prioritize projects with frequent interruptions.
• Flexibility to adapt to changing goals and priorities.
• Self-motivated and well organized with attention to detail, consistency, and accuracy.
• Capable of executing tasks and resolving issues independently with minimal supervision.
• Maintain confidentiality at all times, including FERPA, HIPAA or any other confidentiality requirements/policies.
• Must have the ability to, as well as meet, the requirements to complete and maintain mandatory training per the University mandatory training policy pursuant to the deadlines set forth therein.

Preferred Qualifications:

• Bachelor’s degree.
• Knowledge of Banner and experience in an academic setting.

Conditions of Employment:

Equal Employment Opportunity Statement:

The University of Toledo is an equal opportunity employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation. 

The University is dedicated to attracting and retaining the best and brightest talent and fostering a culture of respect.

The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact HR Compliance at hrcompliance@utoledo.edu or 419-530-4747 between the hours of 8:30 a.m. and 5 p.m. or apply online for an accommodation request. 

Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the UToledo Main Campus.