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Administrative Assistant 1, College of Law Office of Professional Development - 497471
THE UNIVERSITY OF TOLEDO
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Posted on Jul 24, 2024
Title: Administrative Assistant 1, College of Law Office of Professional Development
Department Org: Law - Placement - 102170
Employee Classification: H3 - Comm Workers of America FT
Bargaining Unit: Communication Workers America
Primary Location: MC AC
Shift: 1
Start Time: 8:30AM End Time: 5PM
Posted Salary: CN grade 28; $17.79 to $27.63
Float: False
Rotate: False
On Call: False
Travel: False
Weekend/Holiday: False
Job Description:
The Administrative Assistant 1 will support Office of Professional Development initiatives including student career services, alumni engagement, and development. Preparing our students to make the transition from student to practicing attorney, aiding them in procuring legal employment, and engaging our alumni and donors are among our highest priorities. This position serves as the front-line contact for students, alumni, employers, donors, and guests, independently answering questions, assessing issues, advising about next steps, and following up with limited supervision to keep office operations running efficiently. This position must use independent judgment to manage office tasks with limited supervision while using a wide variety of technology.
The Responsibilities of the Administrative Assistant 1 include:
• Independently assess, respond to, follow up on inquiries from, and advise students, alumni, employers, donors, and guests.
• Communicate with employers to facilitate recruiting efforts, including gathering essential job information and ensuring employers receive timely responses and application materials.
• Create accurate job postings and interview schedules through career management system.
• Follow up on student employment outcomes and reporting, manage student records through career management system and excel spreadsheets, and deliver job search resources.
• Assist with collecting and maintaining graduate employment data that complies with American Bar Association accreditation requirements.
• Track student attendance, reporting, and completion of programs through career management system, tracking platform, and excel spreadsheets, as needed.
• Direct office traffic flow, answer phones, and manage appointment calendars.
• Facilitate work-study and Public Service Commendation paperwork, advise students on proper procedures, track student hours, and follow up with students and supervisors as needed throughout the term to ensure they meet all requirements.
• Purchase supplies, reconcile budget, manage purchasing cards, complete travel reimbursements, process check requests and retrieve mail for the College of Law.
• Update career services web forms.
• Provide essential support for planning and logistics related to student programming, employer visits, and speakers, leading up to the event, day of, and after, including follow-up documentation, results, and record-keeping.
• Take RSVPs, reserve rooms, enter dates on calendars, request photographers and no ticketing, make copies, register guest vehicles in the university system, and order food.
• Track events, timeframes, attendance, and deadlines.
• Assist with outreach to provide students, alumni, employers, donors, and guests with accurate and timely information about College of Law activities to increase engagement and responsiveness.
• Play an essential role in interfacing with the University of Toledo Foundation.
• Provide administrative support to the Program Manager, Alumni Engagement & DEI Initiatives when needed.
• Provide essential support for planning and logistics related to alumni programming and strategic alumni events, leading up to the event, day of, and after, including follow-up documentation and record-keeping.
• Provide Foundation staff with updates relating to the status of College of Law alumni overall, College of Law alumni attendance at various events.
• May have some exposure to College of Law alumni donor giving information.
• Assist with alumni and donor inquiries and outreach as needed.
• Direct College of Law alumni/donors to the appropriate giving pages and offer instruction for giving.
• Assist with making deposits, as requested.
This position works in a high-traffic student service office environment where high stress levels are occasionally experienced. The Administrative Assistant 1 may be asked in advance to take later lunches or stay after 5:00 p.m. on days where programs or speakers are scheduled. The ideal candidate will possess the ability to work efficiently in a fast-paced environment, multitask, and prioritize projects with frequent interruptions. The position will require sitting and computer use for long periods of time, also intermittent standing, walking, stooping, bending, lifting and moving tables or chairs.
Minimum Qualifications:
• Associate Degree in business management, secretarial science, or related field required.
• Six (6) months administrative and/or secretarial experience performing similar duties for an upper level management position required or equivalent combination of education and work experience.
Communication and other skills:
• Position requires excellent interpersonal skills.
• Position requires excellent work habits and office skills.
• Demonstrated ability to multi-task, flexible, able to manage multiple high priority demands, rearrange priorities as needed, and handle heavy volumes of work with deadlines, all while maintaining exceptional attention to detail.
• Position requires the ability to be accountable for all work, independently set priorities, think critically and successfully communicate both orally and in writing.
• Demonstrated track record of excellence in customer service, student or patient services, and communication.
• Demonstrate initiative, creativity and resourcefulness.
• Demonstrate ability to analyze and resolve issues.
• Demonstrated ability to work independently and with a team.
The Administrative Assistant 1 position reports directly to the Director of the Office of Professional Development for the College of Law. Others who may provide work, guidance, direction include: Dean, Associate Deans, and Program Managers. This person may provide direction to any student workers.
Preferred Qualifications:
• Bachelor’s degree preferred.
• Functional experience with Student Information Systems (Banner), Microsoft Office suite (Word, Excel, etc.) and other University of Toledo document storage and database systems is preferred.
• Knowledge of FERPA (Family Educational Rights and Privacy Act) and all laws, rules and regulations related to UT policies is desired.
Conditions of Employment:
To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. To further this effort, the University of Toledo Health Science Campus Medical Center is requiring candidates for employment to be nicotine-free. Pre-employment health screening requirements will include cotinine (nicotine) testing, as well as drug and other required health screenings for the position. With the exception of positions within University of Toledo Main Campus and the University of Toledo College of Medicine and Life Sciences, the employment offer is conditional upon successful completion of a cotinine test and Occupational Health clearance.
Equal Employment Opportunity Statement:
The University of Toledo is an equal opportunity, affirmative action 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 the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications from women, minorities, individuals with disabilities, dual-career professionals and covered veterans.
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 the HR Compliance at hrcompliance@utoledo.edu or 419-530-4747 between the hours of 8:30AM and 5:00PM 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 Main Campus of the University of Toledo.
This job is no longer accepting applications
See open jobs at THE UNIVERSITY OF TOLEDO.See open jobs similar to "Administrative Assistant 1, College of Law Office of Professional Development - 497471" Toledo Region.