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Administrative Assistant - Temporary Pool

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.

Posting Details

Posting Details

Posting Number A00387
Position Title Administrative Assistant - Temporary Pool
Position Number TP 001
Salary for Announcement

Commensurate with education and experience.

Employee Category Administrators
Department Temporary Administrative Assistant Pool
EClass Code Admin < FT without benefits
Position Summary

Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

Duties/Responsibilities

Administrative Assistants perform a wide range of duties including some or all of the following:
Reception
• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet students/visitors to the department in a professional and friendly manner
Office administration
• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward incoming general e-mails to the appropriate staff member
• Forward voice mail from the general mailbox to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization’s databases
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff
• Coordinate the maintenance of office equipment
Provide Administrative Support
• With supervisor, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of materials to departments/students/visitors
• Support the meetings and arrange travel
• Draft minutes meetings for review by the supervisor
• Create action list for management staff from board meetings
Working Conditions
•Administrative Assistants work in an office environment.
•Administrative Assistants usually work a standard work week.
•Administrative Assistants may be required to work some overtime hours.

Required Qualifications

1-3 years’ experience working in an office setting.
Experience collaborating with others on projects.
Experience providing customer service.
Experience using computer programs for:Word processing, databases, spreadsheets, e-mail and internet.
Experience using office equipment, includes but is not limited to:computer, voice messaging systems, fax, and photo copier.

Preferred Qualifications

•Bachelor’s degree in business or related field is preferred and/or an equivalent combination of education and experience (1 year of education is equivalent to 2 years of experience)
•Post-secondary education in business, computers, or clerical experience is an asset
•Experience coordinating travel arrangements for professional staff

Administrative Assistants should demonstrate competence in some or all of the following:
1) Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
2) Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
3) Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
4) Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
5) Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
6) Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
7) Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
8) Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
9) Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Posting date 04/14/2015
Closing date
Closing Instructions Open Until Filled
Special Instructions to Applicants

IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.

Applicant Documents

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. References

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please describe your experience with Microsoft Office; specifically Word and Excel.

    (Open Ended Question)

  2. * Please describe your experience with answering phones, transferring calls, and taking messages.

    (Open Ended Question)

  3. * Do you have experience working at a front desk and being the first point of contact for customers/clients? Please provide examples.

    (Open Ended Question)

  4. * Please describe your experience with managing multiple projects and prioritization.

    (Open Ended Question)

  5. * Thank you for considering employment at Metropolitan State University of Denver! We would like to know how you heard about MSU Denver and our Career Site. Please select the category below that describes how you heard about the position you are applying for.
    • msudenver.edu Career Site
    • A friend or colleague
    • Monster.com
    • Colorado State Home page
    • Local online job posting site - Andrew Hudson Job site
    • Local online job posting site - MNM Non Profit Job Bank
    • Inside Higher Ed
    • Higher Ed Jobs
    • Scholarly Hires job posting site
    • Hispanic Outlook
    • Chronicle of Higher Education
    • Other
    • Current MSU Denver Employee
  6. * What is your current salary?

    (Open Ended Question)