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.