"Administrative Assistant I"

Company:
Liberty University

Job Location:
Lynchburg, 24502

Category:
Administrative Assistants

Type:
Full-Time

Job Number: R0009742
The Administrative Assistant for Student Life reports directly to the department Director to meet administrative, scheduling, and communication needs as they arise. This position manages the department calendar, facilitates communication among the team, performs various office management functions, assists in the facilitation and note-taking of various meetings, and generates reports for Student Life leadership. This role is crucial in maintaining efficient operations and ensuring the seamless execution of various administrative functions that may include responding to phone calls, replying to emails received in the department inbox, or overseeing the purchase of office equipment and supplies. The ideal candidate for this position is organized, detail-oriented, self-motivated, relational, timely, and anticipates needs before they arise.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Calendar Management and Scheduling
  • Coordinate and manage shared calendars for the Student Life team, scheduling appointments, meetings, and events.
  • Assist in organizing and scheduling team meetings, ensuring optimal attendance and effective time management.
  • Serve as the primary point of contact for other University departments with Student Life for scheduling and event logistics.
• Reconciliation and Purchasing
  • Support budget-related activities by reconciling expenses, submitting requisitions, and maintaining accurate financial records.
  • Support the Director in collaboration with finance and procurement to ensure adherence to budgetary guidelines and deadlines.
• Communication and Clerical Tasks
  • Oversight and management of the department email inbox, directing communications efficiently, responding to inquiries, and forwarding relevant information to appropriate team members.
  • Initiate and maintain correspondence with external vendors and serve as the primary point of contact for Student Life partners external to the university.
  • Answer the Student Life phone, direct calls appropriately, and provide information to students and other callers.
  • Maintain the department website, ensuring information is current, accurate, and easily accessible.
  • Draft and edit internal and external department communications with attention to detail and a commitment to clarity.
• Office Management and Operations
  • Manage the department Dropbox and other file systems, ensuring they are organized, up-to-date, and easily accessible to team members.
  • Sign for packages and manage deliveries, ensuring that all items are properly received and distributed to the appropriate team members.
  • Support the team in maintaining accurate and organized records, including student attendance at events, budget expenditures, and other relevant data.
  • Provide support in the creation and maintenance of departmental databases and spreadsheets.
• Meeting Management and Special Projects
  • Facilitate effective meeting management, preparing agendas, recording minutes, and tracking action items.
  • Facilitate the submission and tracking of project requests, ensuring that all necessary information is gathered and communicated to the Student Life Creative Team.
  • Lead and contribute to special projects as assigned by the Director, demonstrating resourcefulness and attention to detail.
  • Collaborate with the Student Life Team and other teams within the university on projects that require coordination and administrative support.
• Remain abreast of existing and emerging technologies, processes, products, services, and leading industry performance benchmarks as it pertains to Student Affairs.
• Work effectively as a team member, embracing and fostering LU's mission.
• Other duties as assigned.

QUALIFICATIONS AND CREDENTIALS

Minimum Qualifications

• Education
  • Bachelor's degree completed or in progress.
• Experience
  • 1-2 years of administrative experience.
  • 1-2 years of Microsoft Excel and Outlook experience.

Preferred Qualifications

• Education
  • Completed bachelor's degree.
• Experience
  • 2-3 years of administrative experience.
  • 2-3 years of Microsoft Excel and Outlook experience.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication

• Effectively communicates in both verbal and written forms to convey clear, well-articulated information.
• Able to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Demonstrates strong organization, project management, and managerial skills.
• Possesses excellent computer skills, necessary for Microsoft Office Suite and Adobe Creative Suite.

Initiative & Work Ethic

• Task oriented and dedicated, meets deadlines while going the extra mile and producing quality work products.
• Anticipates needs and takes steps to meet those needs before they crop up, taking a proactive and intentional approach to their duties.

Leadership & People Skills

• Sincere and affable, builds relational rapport quickly and establishes meaningful and productive relationships, earning the respect of both their peers and leaders.
• Proactive and servant-hearted, works hard and inspires others to do so as well.
• Purposefully shows care for others, exhibiting intentionality, conscientiousness, and emotional intelligence in all their interpersonal interactions.

Organization

• Detail-oriented, catching and fixing small errors and details in both visual and written communications.
• Manages their own schedule, project timelines, as well as the schedules of their team with punctuality and proactivity.

Physical and Sensory Abilities

• Frequently required to travel to local and campus locations.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate and review ORL media content.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 20 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is in an office setting. However, work frequently occurs in a variety of other settings; including, but not limited to, residence halls, warehouses, and outdoor activities.

Driving Requirements

Use of one's personal vehicle (or LU vehicles) may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required.

Time Type
Full time

Location
Lynchburg - In Office