Administrative Assistant -- 10 Months -- Career Planning & Development
Position Summary
The Administrative Assistant provides administrative and operational support for departmental activities and daily office operations. Responsibilities include managing communications, scheduling meetings, maintaining records, and supporting day-to-day administrative functions. The Administrative Assistant collaborates with faculty, staff, students, and external stakeholders to support efficient operations and effective service delivery.
Essential Duties and Responsibilities
- Serve as the primary point of contact for the office, greeting visitors and responding to general inquiries in person, by phone, and electronically.
- Schedule appointments and coordinate calendars for departmental staff and student services activities.
- Coordinate travel arrangements, meeting logistics, departmental events, and office functions as needed.
- Prepare purchase requisitions, check requests, and related administrative and budget documentation.
- Coordinate incoming and outgoing mail, shipping, and distribution of departmental correspondence and materials.
- Support supervision and coordination of student workers, including scheduling and work assignments.
- Prepare agendas, record meeting minutes, and distribute departmental communications and materials.
- Perform general administrative duties including copying, filing, data entry, mailings, and document preparation.
- Assist with promotion and coordination of departmental programs, events, and student engagement activities.
- Maintain departmental records, databases, budgets, and operational systems, including Banner and other institutional platforms.
- Monitor departmental facilities and coordinate maintenance or repair requests as needed.
- Assist with compiling reports, surveys, proposals, budgets, and related departmental documentation.
- Support administrative functions within student engagement and career management systems, including Handshake and First Destination Survey reporting.
Required Qualifications
- High school diploma or equivalent required.
- Minimum of two (2) years of administrative, office support, customer service, or related experience.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational, communication, and customer service skills.
- Ability to manage multiple priorities and maintain confidentiality.
Preferred Qualifications
- Associate's or bachelor's degree preferred.
- Experience working in a higher education or academic environment preferred.
- Experience with administrative systems, databases, or enterprise platforms such as Banner or similar systems preferred.
- Experience supporting events, student services, or departmental operations preferred.
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