Administrative Assistant

Job description

Performs administrative and office support activities; may support faculty, professionals, or a team; performs word processing; creates spreadsheets and presentations; files, and handles basic correspondence. Titles may include administrative associate, administrative support coordinator, and similar.

  1. Performs standard administrative duties in support of the assigned department, division, unit and/or location
  2. Sends out emails, creates memos, makes copies, prepares and proofreads correspondence, reports, and other documents as requested
  3. Assists with coordinating appointments and scheduling departmental meetings and events, as directed, by securing space, equipment, food, and assisting with the event as it occurs as needed
  4. Manages all incoming and outgoing mail including UPS, FedEx and DHL domestic and international shipping needs for the office
  5. Monitors and assesses office stationary needs and orders supplies and other essential items, including seeking proper authorization for items requiring prior approval and maintain inventory
  6. Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving
  7. May provide assistance with records management function including filing, imputing data, tracking and archiving files.
  8. Establish and maintain office files, correspondence and assist staff in maintaining and updating marketing, promotion, and social media processes for department programs
  9. Manages reception desk and serves as a resource for all faculty, staff and guests visiting the office and provides assistance as needed; Responsible for answering office phone providing information and/or transferring/redirecting calls to the appropriate contact
  10. Help organize and coordinate annual Leadership and Service projects such as the Blood Drives, SETS Program, and annual conferences
  11. Coordinate all student assistant job postings for the department along with their scheduling, training and departmental administrative tasks
  12. Compose, type, and distribute meeting notes, correspondence, and reports as well as maintain contact list for department staff
  13. Track and monitor departmental budget reports and expenditures and assist the Director with annual budget requests and proposals
  14. Process travel request/arrangements and travel expense reports for department of 8-9 full time professionals; Coordinate and maintain the departmental vehicle reservation process

Funding for this position is based on revenue generated funds, therefore continued employment is based on availability of these funds.

  • Proficient with Microsoft Office products with an emphasis on Word and Excel
  • Able to deal with multiple projects at one time
  • Excellent interpersonal skills, initiative, teamwork, problem solving, independent judgment, technology, organization, communication, and presentation
  • Strong attention to detail and strong organizational and follow-up skills
  • Excellent verbal and written communication skills
  • Strong customer service skills and phone and e-mail etiquette
  • Familiarity with social media platforms
  • Ability to follow oral and written instructions and accept constructive feedback
  • Apply time management strategies to complete tasks and responsibilities by recognized and assigned deadlines
  • Adapt effectively in situations of change to policies, procedures, work assignments, and culture

  • Experience proving administrative support for a large team
  • Previous experience in higher education preferred
  • Bachelor’s degree and 2+ years related experience





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Job No:
Posted: 10/10/2018
Application Due: 12/9/2018
Work Type: