Administrative Assistant-Aviation

Company: Hampton University

Job Location: Hampton

Category: Administrative Assistants

Type: Full-Time

The Aviation Department Administrative Assistant performs routine clerical, administrative, and office management functions, including drafting correspondence, scheduling appointments, organizing and maintaining physical and electronic files, and providing information to visitors and callers regarding academic programs. The Administrative Assistant also creates and tracks requisitions, work orders, correspondence, and organizes and orders supplies.

Job Duties:

• Managing the day-to-day administrative operations of the Departmental and office activities.
• Tracks and maintains Department requisitions, invoices, and student records.
• Preparation for meeting agendas and meeting notes.
• Assist in the planning of research, training, and education and outreach activities.
• Assist in the preparation of annual reports and accreditation material.
• Prepare reports by collecting information and producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Organizes work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Maintains department schedule by maintaining calendars for department personnel, arranging meetings, conferences, teleconferences, and travel.
• Fulfills requests by greeting customers in person or over the phone and answering or referring to inquiries.
• Schedule Student Training Flights and Monitor/Relay Schedule changes for the staff and students.
• Maintains customer confidence and protects operations by keeping information confidential.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Keeps equipment operational by following manufacturer instructions and established procedures.
• Secures information by completing database backups.
• Provides historical reference by utilizing filing and retrieval systems.
• Maintains technical knowledge by attending educational workshops and other professional development opportunities.
• Contribute to the Aviation Department team's effort by accomplishing related results as needed.
• Assist the Department and Transportation / Scheduling personnel daily with scheduling and transporting flight students to and from Hampton University to flight training locations and other department-related activities.

Qualifications:

• Some college or high school diploma with strong grammar, writing, and organizational skills.
• Must possess good interpersonal skills.
• Must be organized and possess the ability to multitask.
• Must possess strong verbal and written communication skills.
• Proficient with using various software and office equipment, including word processing, spreadsheets, and presentation software. (Microsoft Office Suites and applications, including Excel)
• Proficiency with BANNER is preferred but not required.
• Knowledge of aviation and/or flight schools is preferred.
• Must possess a valid driver's license and good driving record

Requirements:

Must have working knowledge and experience in the application/operation of Microsoft Office Suite software programs that go far beyond basic word processing. Work may involve designing and developing documents, spreadsheets, and graphic materials necessary for internal and external presentations.

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