Administrative Assistant

Job Summary

The Administrative Assistant plays an integral role in ensuring that advising, coaching, and student support services are organized efficiently and effectively, maintaining productivity and collaboration with others. This position exemplifies and sustains the University's mission of excellence through lifelong learning and the development of engaged citizens prepared to build strong communities.

Department-Specific Responsibilities

• Greets students, parents and families, visitors, staff, faculty, and other customers.
• Answers general questions (e.g., advising, coaching, resources, and services).
• Helps with questions and issues regarding students' accounts and billing.
• Manages communication through phone, text, email, and other platforms (e.g., Microsoft Teams).
• Schedules student appointments with advisors and coaches through the online appointment scheduler.
• Manages the leadership team's calendar and schedules meetings.
• Enters student-advisor and coach assignments into the student information system.
• Assists with set-up and maintenance of the office, including organizing and maintaining office supplies; replenishing office documents; placing work orders.
• Handles logistics for events and activities (e.g., room reservations, food orders).
• Distributes mail to office staff.
• Helps supervise student professionals.
• Prepares, updates, and makes copies of documents and correspondence e.g., flyers, materials for new and continuing students, training documents for new staff and student professionals.
• Monitors the website's accuracy and submit requests for website revisions.
• Processes hiring paperwork (e.g., for new staff and work-study students).
• Monitors budget and expenditures.
• Helps with enrollment and retention outreach as needed.
• Performs other duties as assigned.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email.
• Schedules and confirms appointments, meetings, and travel arrangements.
• Assists the development and implementation of administrative standards, policies and practices for the organization.

Qualifications

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Associate's or Bachelor's degree

WORK EXPERIENCE

Preferred

• 1 year of secretarial and/or Office management experience
• 1 year of customer service experience, preferably working with college students, parents, staff, and faculty members in a post-secondary setting

SKILLS

Required

• Excellent organizational skills
• Strong verbal communication and listening skills
• Effective interpersonal skills
• Maintains a high degree of professionalism
• Demonstrated ability to maintain confidential information

Preferred

• Has working knowledge and/or experience with MS Office Suite, especially Excel
• Strong written communication skills
• Detail-oriented
• Ability to maintain composure under pressure
• Demonstrates the ability to simultaneously manage multiple tasks
• Ability to learn new software systems
• Ability to work independently
• Ability to work in a fast-paced environment