Administrative Assistant (Brite President’s Office)

Job Summary

The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives.

Duties & Essential Job Functions

1. Provides day-to-day administrative support to Brite administrative staff; printing, copying, scanning, scheduling meetings and reserving workspaces.
2. Manages public relations by greeting customers, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
3. Oversees external support services; anticipates needed services, places and expedites orders for service requests; verifies completion of services.
4. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
5. Assists with maintaining office facilities; ensures administrative suite is presentable, including various housekeeping duties such as caring for plants, maintaining cleanliness, and placing and expediting service requests.
6. Coordinates office correspondence by overseeing incoming and outgoing mail and packages.
7. Collects, maintains, and updates information such as institutional mail lists.
8. Assists administrative staff with processing invoices and payments through Jaggaer and Concur.
9. Provides support for institutional events as assigned by the President, Dean and Chief of Staff.
10. Perform other related duties as assigned.

Required Education & Experience

High School Diploma, GED or equivalent. 1 year of basic office experience.

Preferred Education & Experience

Bachelor’s Degree.

Knowledge, Skills & Abilities

• Knowledge of customer service techniques.
• Knowledge of basic research techniques.
• Knowledge of basic accounting practices.
• Skill in the use of Microsoft Office, including Word and Excel.
• Skill in the navigation of Microsoft Windows.
• Skill in problem-solving and communicating resolutions.
• Ability to communicate clearly both orally and in writing.
• Ability to draft grammatically correct correspondence.