"Senior Administrative Assistant"

Senior Administrative Assistant

Company:
Austin Peay State University

Job Location:
Clarksville, 37044

Category:
Executive Assistants

Type:
Full-Time

Job Description

The Senior Administrative Assistant for Distance Education reports directly to the Executive Director, Distance Education, and plays a crucial role in supporting the efficient functioning of departmental administrative processes. This position involves a diverse range of responsibilities, including but not limited to managing office logistics, coordinating meetings and events, handling communications, monitoring departmental budget, compiling reports, assisting in contracting processes, and providing overall administrative support to the Distance Education department.

Primary Position Responsibilities:

• Greet and assist visitors; answers phones and responds to inquiries by phone, email, tickets, or in person.
• Coordinate daily office operations, including scheduling, inventory management, file maintenance, clerical support, and incoming/outgoing mail and packages.
• Process requisitions, payments, and travel authorizations/claims; purchases office supplies; and reconciles accounts.
• Develop and implement procedures to improve departmental operations.
• Assist with project planning by creating and modifying plans and schedules based on project goals and deliverables.
• Organize meetings and events; prepare agendas, attend meetings, take notes, and track follow-up actions.
• Maintain records and databases for budgets, contracts, compensation, and administrative processes.
• Prepare reports and ensure accuracy, compliance, and accessibility of information.
• Initiates and/or prepares contracts and assists with procurement processes.
• Research and communicate university fiscal and administrative policies and serves as a resource to ensure departmental compliance.
• Prepare and edit documents such as correspondence, reports, and memos.
• Assist in department communication and marketing efforts.
• Perform other job-related duties as assigned.

Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to interact professionally with diverse populations, internal stakeholders, and external partners.
• Knowledge of university policies and ability to serve as an information resource to ensure compliance.
• Skilled in records management and able to recommend process improvements.
• Ability to maintain confidentiality of sensitive information.
• Basic accounting and budgeting skills with strong attention to detail.
• Proficiency in Microsoft Office Suite and ability to learn new software platforms.
• Education, experience, or interest in online learning and/or instructional design and technology is preferred.
• Project management skills are preferred.
• Ability to work independently, exercise judgment, and collaborate effectively in a team environment.

Physical Requirements

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Required Minimum Qualifications

• High school diploma or GED: Minimum of an Associate's degree preferred
• A minimum of two (2) years of previous office work experience.
• Microsoft Office proficiency

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