Administrative Assistant

Job description

Job Summary

Reporting to the Director of Sponsored Programs, the Administrative Assistant performs a wide range of administrative office and program support activities for the department.

Duties and Responsibilities

  • answer, screen and transfer inbound phone calls
  • document/record minutes of departmental meetings
  • review, distribute and disseminate incoming/outgoing mail
  • receive and direct visitors
  • general clerical duties including photocopying, fax and mailing
  • bookkeeping and recordkeeping
  • maintain electronic and hard copy filing system
  • retrieve documents from filing system
  • handle requests for information and data
  • resolve administrative problems and inquiries
  • prepare written responses to routine enquiries
  • prepare and modify documents including correspondence, reports, drafts, memos and emails
  • schedule and coordinate meetings, appointments and travel arrangements
  • prepare agendas for meetings and prepare schedules
  • open, sort and distribute incoming correspondence
  • maintain office supply inventories
  • coordinate maintenance of office equipment
  • coordinate and maintain records
  • represent the departments at open houses outside of regular office hours on occasion
  • performs other duties as assigned



High School Diploma or equivalent required; some College preferred
Three years relevant experience, preferably in an educational environment
computer skills and knowledge of relevant software
knowledge of operation of standard office equipment
knowledge of clerical and administrative procedures and systems such as filing and record keeping
knowledge of principles and practices of basic office management
strong verbal and written communication skills
ability to plan and organize
ability to prioritize, assess and solve problems, gather and monitor information
attention to detail and accuracy
ability to maintain confidentiality of work related information and materials
ability to be flexible, adapt to changes
strong customer service orientation
ability to work as part of a team
ability to multitask
experience with bookkeeping/recordkeeping for academic grants preferred
ability to work weekends on occasion
ability to travel on occasion


working knowledge of Microsoft Office suite

strong aptitude with digital forms and file formats

Working conditions

Regular schedule is Monday through Friday, 8am-5pm
Regular office environment, climate controlled

Physical requirements
While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.




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Job No: 921568
Posted: 10/30/2018
Application Due: 12/29/2018
Work Type: