Job Summary
The Administrative Assistant serves as the operational hub of the Professional Development Center (PDC), supporting a student-facing environment focused on developing the professional capability of Neeley students. This role provides administrative support across PDC operations, including coordinating student appointment scheduling, maintaining systems and records, supporting office logistics, and delivering responsive service to students, faculty, and coaches.
Duties & Essential Job Functions
- Coordinates activities within the Professional Development Center by overseeing faculty and student requests, including emerging needs throughout the semester, and prioritizing requests, identifying available resources, and establishing appropriate actions.
- Oversees the flow of students, coaches, and activities associated with multiple simultaneous coaching sessions and meetings, ensuring resources and space are aligned with service needs.
- Maintains schedules and operations by keeping calendars for department appointments, meetings, programs, and deadlines. Approves shifts and scheduling matters for coaches. Supports students, coaches, and staff with administrative and front desk operations.
- Coordinates communications with students, coaches, and staff regarding appointments, deadlines, and office logistics, ensuring timely follow-up and resolution of changes or cancellations.
- Provides support for PDC events and programs as needed by coordinating staff requests, sourcing and directing vendors, reserving facilities, and preparing materials.
- Promotes effective departmental and divisional relationships within Neeley through participation in committees, meetings, and collaborative initiatives.
- Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics. Captures and synthesizes usage data for the center and provides regular reports on trends to inform planning.
- Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
- Maintains office supplies, refreshments, and operational materials inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Organizes work by reading, routing and answering correspondence; collecting, maintaining and distributing information and forms/documents; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
- Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
- Assists with administrative support for the hiring and of new staff members in the PDC.
- Performs other related duties as assigned.
Required Education & Experience
- High School Diploma, GED or equivalent.
- 1 year of basic office experience
Preferred Education & Experience
Required Licensure/Certification/Specialized Training
None
Preferred Licensure, Certification, and/or Specialized Training
None
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 problem solving and communicating resolutions.
- Ability to communicate clearly both orally and in writing.
- Ability to support prospective student and parent inquiries by phone or in person
- Ability to draft grammatically correct correspondence.
- Ability to evaluate and make recommendations to improve operations.
- Ability to be highly organized, detail-oriented, and adaptable under pressure
- Ability to maintain a positive and professional demeanor during periods of heavy activity and shifting priorities
