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Administrative Assistant

Job description

Performs administrative, clerical and office support responsibilities. Supports assigned leaders, departments and/or units. This position is of temporary employment and may not exceed 6 consecutive months.



  1. Performs standard administrative duties in support of the assigned department, division, unit and/or location
  2. Serves as an administrative resource for all faculty, staff and guests visiting assigned department, division, unit and/or location and provides assistance as needed
  3. Creates, prepares and proofreads emails, memos, correspondence, reports, and other documents as requested
  4. Responsible for answering office phone providing information and/or transferring/redirecting calls to the appropriate contact
  5. Assists with coordinating and scheduling departmental meetings and events, as directed; secures space, equipment, food, and assists with the event as needed
  6. Manages all incoming and outgoing mail including UPS, FedEx and DHL domestic and international shipping needs for the office
  7. Monitors and assesses office stationary and supply needs and orders items as needed, including seeking proper authorization for items requiring prior approval
  8. Assists with records management including filing, correspondence, analyzing data, tracking and archiving files

Job Specific Responsibilities:

  1. Assists with event management, implementation and coordination
  2. Builds and manages marketing materials
  3. Creates and monitors media and press releases for public outreach
  4. Creates content for social media
  5. Coordinates calendars for assigned leaders
  6. Gathers and analyzes financial account data
  7. Responsible for the maintenance and organization of independent vendor contracts
  8. Coordinates domestic and international travel arrangements
  9. Oversees department inventory and supplies processing
  10. Liaison for internal and external stakeholders


  • Able to deal with multiple tasks or projects at one time meeting assigned deadlines
  • Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
  • Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
  • Strong attention to detail and follow up skills
  • Strong customer service skills and phone and e-mail etiquette


  • Experience providing administrative support for large teams
  • Previous experience in higher education preferred

PI105416837

 

 

 

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Job No:
Posted: 11/6/2018
Application Due: 1/5/2019
Work Type:
Salary: