Administrative Assistant/Budget Manager - Division of Athletics

ALLEN UNIVERSITY
Administrative Assistant/Budget Manager
POSITION DESCRIPTION

JOB TITLE: Administrative Assistant/Budget Manager
SUPERVISOR: Athletic Director
DIVISION(S): Athletics

OBJECTIVE: Under the direction of the Athletic Director, the incumbent will perform variety of budget and
administrative duties to support the supervisor with administrative and clerical detail.

ESSENTIAL FUNCTIONS:

• Serve as the primary administrative assistant to the assigned supervisor; provide communication services;

•

receive, screen and route telephone calls; take, retrieve, and relay messages as needed; schedule and arrange

ALLEN UNIVERSITY
Administrative Assistant/Budget Manager
POSITION DESCRIPTION

JOB TITLE: Administrative Assistant/Budget Manager
SUPERVISOR: Athletic Director
DIVISION(S): Athletics

OBJECTIVE: Under the direction of the Athletic Director, the incumbent will perform variety of budget and
administrative duties to support the supervisor with administrative and clerical detail.

ESSENTIAL FUNCTIONS:

• Serve as the primary administrative assistant to the assigned supervisor; provide communication services;

•

receive, screen and route telephone calls; take, retrieve, and relay messages as needed; schedule and arrange
appointments, conferences, meetings, and other events.
Interface with visitors, such as administrators, faculty, staff, students, and the public; provide assistance or
direct to appropriate staff; respond to inquiries and provide information and assistance related to program or
department operations, services, activities, standards, processes, timelines, policies and procedures.

• Coordinate and attend a variety of meetings, appointments and conferences; compile and prepare agenda items
and other required information and materials for meetings and other events; arrange facilities, services and
equipment as needed; take, transcribe and distribute minutes as directed.
Input and update a variety of data in an assigned computer system; establish and maintain automated records
and files; initiate queries, develop spreadsheets and generate various computerized lists, forms and reports as
requested; assure accuracy of input and output data.

•

• Receive, sort and distribute departmental mail, departmental box items, e-mail, packages and materials as

required; compose replies independently as assigned; contact others to request documents as needed; prepare
outgoing mail and materials for distribution.

• Perform a variety of clerical accounting duties as required; calculate, prepare, verify and revise accounting and
budgetary data; process and update accounts with income and expenditures; create purchase requisitions;
collect, receive and account for various fees and monies as assigned; prepare and follow up related billings.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of

•

inventory; process requisitions according to established procedures.
Monitor budgets and related expenditures; assist in assuring expenditures do not exceed established budget
limitations as assigned.

• Maintain confidentiality of sensitive and/or privileged information by assuring security and appropriateness of

both verbal and written communications.

MINIMUM QUALIFICATIONS:
Education – Bachelor’s degree from an accredited institution.
Experience - Two years of related work experience; Computer proficiency in MS Excel, Word, Outlook, and various
other programs; Phone and face-to-face customer service experience.
KNOWLEDGE/SKILLS/ABILITIES:
Record-keeping and filing techniques
Business letter and report writing, editing and proofreading
Telephone techniques and etiquette
Correct English usage, grammar, spelling, punctuation and vocabulary
Operation of a computer and assigned software
Oral and written communication skills
Methods of collecting and organizing data and information
Coordinate flow of communications, correspondence and information
Compose correspondence and written materials independently or from oral instructions
Meet schedules and deadlines
Work independently with little direction
Communicate effectively both orally and in writing

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