Under general supervision, the Administrative Assistant provides a wide range of clerical, administrative, and office support duties to ensure the efficient operation of a department within the campus. This role supports faculty, staff, and students by managing daily office functions, coordinating events, handling communications, and maintaining records. The Administrative Assistant is responsible for organizing the department's schedules, assisting in project coordination, and providing general support to enhance operational efficiency.
Daily Operations
Provide administrative support including drafting correspondence, preparing reports, and managing departmental communications.
Maintain and manage schedules, appointments, and meetings for departmental leadership and staff.
Serve as the first point of contact for the department, handling inquiries by phone, email, and in person.
Coordinate department events, meetings, and presentations, including logistics, materials, and follow-up.
Assist with departmental recordkeeping, including managing files, databases, and confidential documents.
Process purchase orders, expense reports, and other financial transactions in coordination with campus accounting procedures.
Assist with student, faculty, and staff requests, providing necessary information or referring them to appropriate resources.
Manage travel arrangements for departmental staff, including booking accommodations and preparing itineraries.
Collaborate with internal and external stakeholders to support departmental initiatives and projects.
Assist with special projects as needed, ensuring deadlines are met and tasks are completed efficiently.
Required Skills
Strong organizational skills with the ability to multitask and prioritize work in a fast-paced environment.
Excellent verbal and written communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Strong interpersonal skills, with the ability to work well with diverse groups of people and maintain professional relationships.
Ability to maintain confidentiality and handle sensitive information with discretion.
Attention to detail and problem-solving skills.
Ability to work independently and as part of a team.
Required Education and Experience
High School diploma or equivalent required; Associate's or Bachelor's degree preferred.
A minimum of 2-3 years of relevant administrative experience.
Experience in an academic or office setting is a plus.
