Multicultural Affairs Assistant
Job Title: Multicultural Affairs Assistant
Classification: C4
Department: Multicultural Affairs
Updated: January 2019
Job Summary
Acts as general assistant the Director of the Multicultural Affairs Office, performing non-routine functions, which substantially contribute to the office’s area of responsibilities.
Responsibilities
Essential Functions:
- Lead PSS accountable for the overall operational responsibilities of the office. Organizes, prioritizes and delegates office support staff workloads.
- Performs administrative work of a confidential nature for the Dean.
- Provides support to the Multicultural Affairs Office, including scheduling and managing of calendars and correspondence, coordination and implementation of projects, programs, specific events and office events.
- Assists faculty, staff and students with administrative problems or concerns.
- Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of accounts, making recommendations as to projected budgets and alerting Director to areas of concern.
- Monitors departmental budget reports and reconciles the reports with the department/office's records.
- Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
- Assist with the collection of data, prepares standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation regarding grants and other programs.
- Compile and format statistical data required for the KCP programs, S-4 grant and various other reports.
- Acts with a high degree of independence as liaison with inside and outside contacts in preparing meeting materials, minutes, programs, updates and other support functions related to the Office.
- Supervise student employees, process student employee Ultratime, maintain budget, post student employee job openings, process paperwork.
- Coordinate employment search processes.
- Conduct on a recurring basis self-initiated or office generated projects and prepares reports.
- Develop and monitor system used to maintain departmental resources.
- Develops and oversees all database systems.
- Provide administrative support regarding all aspects of planning and implementation of the grant programs in this area.
- Edits and proofreads all correspondence, reports and materials for publication.
- Maintains department website.
- Oversee and monitor all expenditures for the S-4 grant and King, Chavez Parks Program.
- Other related duties as assigned.
Non-Essential Functions:
- None
Required Qualifications:
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications:
- Bachelor’s degree.
- Higher education work experience.
- Supervisory experience.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility. .
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.