STAFF ASSISTANT
Job Ad Body:
The Finance Division's primary mission is to provide high quality, proactive, cost effective business services to the university community. The Division is responsible for establishing fiscal policy, maintaining the accounting records of the University, providing accurate and timely financial reporting, ensuring the protection of University assets and satisfying regulatory requirements. We strive to provide quality service as a resource and a liaison, and by exceeding customer expectations with courtesy and respect.
The Staff Assistant provides administrative support to all departments and staff within the Finance Division and acts as a primary liaison and resource to the university community. Working in a fast paced environment, the Staff Assistant will support office operations as follows:
• Serving as a primary resource in answering questions for department staff, visitors, students and faculty; resolving problems or directing individuals appropriately;
• Working as part of a team with the Administrative Assistant to the Vice President in providing support to a large and active division;
• Working closely with managers and staff, maintaining appointment and meeting calendars; coordinating travel arrangements; coordinating events and meetings of various size and complexity and providing administrative support regarding memos, mailings and announcements;
• Processing all incoming and outgoing divisional mail (including overnight express);
• Organizing and maintaining divisional files, maintaining department databases, acting as liaison with housekeeping and building maintenance;
• On a weekly basis, processing time off information in the PeopleSoft Time Entry system for division employees, students and temporary staff;
• Maintaining inventory of all accounting forms and office supplies. Troubleshooting office equipment and reporting all repairs to outside vendors as necessary. Processing, reconciling and monitoring purchases for the division - using the Tufts Marketplace and Procurement Card systems;
• Maintaining division petty cash fund and performing other duties as assigned.
Basic Requirements:
• High School Diploma / GED
• Minimum of two (2) years of related experience
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Access), as well as the ability and desire to learn new office support software packages.; ability to navigate and research the internet; familiarity with office machines such as a copier, fax or network printers
• Candidate must possess strong secretarial / administrative, clerical, customer service and communication skills. He/she will have a demonstrated ability to take direction and work with others while maintaining a pleasant and professional demeanor. He/she will also have a demonstrated capability to prioritize and organize tasks
Preferred Qualifications:
• A high level of initiative and resourcefulness, attention to detail and the ability to work both independently and as part of a team.
• Familiarity with Outlook
• Strong organizational skills and the ability to manage multiple priorities in a customer service environment.
• Superior customer service, interpersonal, time management, decision making and problem solving skills.
• Excellent oral and written communication skills to interact professionally with both internal and external constituencies.
• Flexibility and willingness to help out in unexpected situations.
• The ability to build effective relationships with other departments and the ability to work under pressure and exercise tact, discretion and good judgment.
• Ability to concentrate and perform with constant and varied interruptions.
• Familiarity with accounting terminology and knowledge of university policy and procedure is helpful.
Tufts University is an AA/EO employer and actively seeks candidates from diverse backgrounds.
Total Work Experience: 2+ to 5 Years
Minimum Education: High School or equivalent