"Administrative Assistant"

Description

Hampton University Sports Science and Wellness department is seeking an Administrative Assistant to provide administrative and clerical support for the programs. The departmental Administrative Assistant will report to the Chair of the Department of Sports Science and Wellness and be responsible for responding to all student, faculty and administrative inquiries on the academic and administrative activities in the department including degree requirements, course scheduling, classroom assignments, instructor assignments and student enrollment in each of the undergraduate and graduate programs. The departmental Administrative Assistant will be responsible for budgetary procurement of office supplies, classroom materials, and school-related travel arrangements.

Examples of Duties

• Perform general clerical duties to include, but not limited to filing, copying, mailing, organizing departmental events
• File & retrieved documents, records, and reports for faculty/staff both paper and digitized in nature
• Communicate orally and on written forms regarding inquiries and provide information to multiple stakeholders within and without the department
• Maintain office calendars to coordinate workflow and meetings of both the Department Chair and faculty
• Coordinate and direct office services, such as budgeting, personnel, and housekeeping
• Set up and coordinate meetings and conferences with Department Chair
• Prepare agendas and plan for committees
• Compile, transcribe, and distribute minutes of faculty meetings
• Answer incoming phone calls and direct to appropriate faculty/staff member
• Ensure items placed in Department Chair’s in-box are signed and returned appropriately
• Responsible for the tracking of multiple documents
• Notify faculty/staff purchase orders are due and place orders as budget will allow
• Maintain all office equipment (i.e. typewriter, copier, fax, printer, shredder, etc.)
• Handle the intake of departmental documents such as syllabi, midterms, and final grades
• Coordinate and assist the Chair with all special programs within the department
• Handle all day-to-day communications
• Other duties assigned by Department Chair

Typical Qualifications

• Perform multiple tasks and work effectively under pressure
• Demonstrate excellent organizational skills
• Excel in a team-oriented environment
• Ability to provide services and accurate information in a courteous and timely manner
• Some experience in school/college setting
• Advanced knowledge of Microsoft suite, QR code, creating multiple file systems, clipart, etc.
• Has strong desire for implementing office system
• Can manage fast spaced environments

Supplemental Information

• High school diploma or GED and previous professional experience
• Proficient in Microsoft Office, scanners,
• Excellent communication and organizational skills
• Ability to work well either alone or as part of a team
• High energy and commitment to accomplishment