The Voice of Business

  • Administrative Assistant

    Millikin University
    Job Description


    Position Title:  Administrative Assistant   

    Department:  Center for Academic and Professional Performance         

    FLSA Category:  Non-Exempt                         


    Working Relationships:

    • Reports to: Senior Director of the Center for Academic and Professional Performance (CAPP)
    • Works Closely with: CAPP Staff, University Faculty and Staff
    • Directly Supervises: Student employees for Center for Academic and Professional Performance


    Job Summary: 

    Working in a fast-paced office, this position provides administrative, clerical, and receptionist support to the Senior Director of Center for Academic and Professional Performance and all other office staff. 


    Primary Responsibilities:

    • Maintain an organized, efficient and accessible office for students and other center clients and visitors.
      • Serve as the main receptionist for the Center; answering phone calls and taking messages.
      • Manage appointment calendar for the Senior Director and other Center staff.
      • Scheduling conference room and testing facilities.
      • Ordering office supplies and maintaining inventory, as appropriate.


    • Under the direction of the Senior Director of the Center for Academic and Professional Performance, assist in the delivery of accommodations for students with documented disabilities. 
      • Maintain confidential files for students utilizing academic accommodations
      • Obtain and organize test material in conjunction with academic departments
      • Maintain distraction-free environment and academic integrity within the testing center
      • Serve as lead contact for recorded text; coordinating other academic accommodations as directed.


    • Utilize student information systems/platforms to provide effective and efficient information to students, faculty, and other constituents while maintaining student confidentiality in accordance with the Family Education Rights to Privacy Act.


    • Support at risk students in the book request process, working in consultation with the Senior Director of the Center for Academic and Professional Performance and the Director of Student Financial Services.


    • Provide administrative assistance in the implementation of departmental programs and services, to include but not limited to: the Edge program, advising, career coaching, supplemental instruction, peer mentor, and tutoring services.


    • Maintain records of expenditures and monitor budget activities for the Center for Academic and Professional Performance. 


    • Select, train, schedule, and evaluate student employees for the Center for Academic and Professional Performance.
      • Monitor/track all Center and community work study student wages, ensuring that student time sheets are submitted to the Business Office as due.


    • Provide support for online student employment platform system by becoming proficient in the system in order to provide support to students and employers.  Serve as alternate administrator in absence of system manager.


    Other Duties:

    • Other duties as assigned by the Senior Director of the Center for Academic and Professional Performance.


    Minimum Position Qualifications:

    • High school diploma
    • Additional training/certification relating to administrative services preferred.
    • Three to five years’ office experience
    • Proficient in Microsoft Office Suite, social media platforms, and student information systems
    • Ability to quickly learn proficiency in new technology
    • Excellent oral and written communication skills
    • Office management skills such as calendar and task management
    • Ability to manage/maintain a budget.
    • Demonstrated understanding and strong commitment to diversity and inclusion.
    • Ability to work in partnership with staff, faculty, administrators, and student leaders.
    • Ability to work in a fast-paced and demanding environment, meet deadlines, manage multiple tasks, and reprioritize projects as needed.


    Work Environment:

    Manual Dexterity:

    • Use of 10-Key
    • High WPM keyboard dexterity is expected.

    Physical Effort: 

    • Intermittently sitting/standing/walking through the workday; occasionally lifting 25-50 lbs.

    Working Conditions:

    • Typical working conditions found in most administrative work areas such as an office; library or computer room
    • Ability to function effectively in a fast-paced environment where value is placed on working collegially and in a consultative manner with others
    • Position may periodically require weekend or evening hours; confidentiality expected.
    Contact Information