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Administrative Services Associate more...
Location:Athens, OH
Company:Ohio University
First posted:June 16, 2017

Position Information

Job Title Administrative Services Associate

Applications Accepted From Intradepartment, University Wide, Public: Open to the public

Special Instructions to Applicants

This position is being posted internally and to the public simultaneously in order to expedite the posting process. However, internal applicants will be considered first.

Please complete the online application and attach required documents. Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses.

We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.

This position is eligible for the following benefits: Level 1 - Medical/Rx, Vision, Dental, Ortho; Winter Break Closure; Holidays Paid; Basic/Supp/Dep Life; Educ. Benefits; Sick Leave; Vacation; Retirement

Posting Number 20161032S

Job Description

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Under direction, the fully operational classification receives instructions in general terms, utilizes independent judgement within established procedures and guidelines, answers routine inquiries and refers difficult questions and problems to higher levels. This classification requires considerable knowledge of office practices and procedures in order to perform moderately complex office support duties; includes work leaders or working supervisors.

1. Acts as a first line liaison at the front desk;
2. Answers and directs a high volume of incoming phone calls using a multiline telephone system;
3. Schedules and maintains calendar of appointments for a staff of over 30 individuals utilizing Titanium Scheduler;
4. Verifies participation in WellBeing through PeopleSoft;
5. Assists in coordinating, contacting, and scheduling first sessions for new clients;
6. Generates, tracks, and records data for service utilization;
7. Files and maintains current and archive records following HIPAA guidelines;
8. Prepares and scans client records maintaining HIPAA compliance;
9. Performs routine office support duties, submits and coordinates work orders, and other duties as assigned.

General Job Responsibilities:

  • May supervise or oversee the work of student employees.
  • Represents an office as administrative liaison. Responds to non-routine inquiries requiring technical and/or University or unit knowledge.
  • Utilizes department and/or University policies, practices, and procedures to answer questions and resolve problems and issues.
  • Coordinates special events that require judgment in determining and prioritizing activities to meet desired results.
  • Coordinates complex appointments, meetings, and travel itineraries. Triages scheduling issues.
  • Edits documents and presentations. Composes basic correspondence. Types and coordinates class materials.
  • Performs a variety of administrative duties regarding academic class scheduling and/or student academic records and/or reports. Duties may include activities such as updating student records, registering students in courses, entering courses into PeopleSoft and assigning classrooms.
  • Coordinates mass mailing and/or email distribution.
  • Creates and oversees departmental files, databases, and reports.
  • Maintains office and/or laboratory supplies and inventory.
  • Maintains website.
  • Sets up accounts, tracks budgets, reconciles accounting statements, and follows up on discrepancies. Prepares purchasing and accounting forms for approval. Processes expenses.

    Minimum Qualifications

    Knowledge of standard administrative procedures and practices, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 2 years related experience. An equivalent combination of education, training, and experience is acceptable.

    Specific knowledge, certifications, and licensure will apply at the position level.

    Preferred Qualifications

  • Demonstration of work experience similar to job responsibilities as described in the job description will be considered;
  • Candidates may be required to complete a skill assessment(s) to verify level of proficiency in required skills/qualifications;
  • Ability to maintain a positive attitude in a high stress environment;
  • Demonstrate mature judgement and clear communication skills;
  • Experience interacting with an empathic, respectful, and calming disposition with individuals who may be in crisis or potentially emotionally volatile;
  • Knowledge of HIPAA compliance;
  • Knowledge of computer operations including Microsoft Office Suite, PeopleSoft, Titanium, and database creation;

    Department Counseling and Psych Services

    Pay Rate

    Minimum $14.01/ hourly rate

    Job Open Date 06/15/2017

    Posting Close Date


    Job Category Classified

    Months 12

    Planning Unit Vice President for Student Affairs

    Work Schedule


    Campus Athens

    Expected hours worked per week 40

    Expected duration of assignment

    Applicants may contact this person if they have questions about this position. Mitzi Trentacoste, 740-593-1616,

    Diversity Statement

    Ohio University is committed to creating a respectful and inclusive educational and workplace environment. Ohio University is an equal access/equal opportunity and affirmative action employer with a strong commitment to building and maintaining a diverse workforce. Women, persons of color, persons with disabilities, and veterans are encouraged to apply.

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