Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support the Modern Languages department in Memphis, Tennessee. This Long-term Contract position is ideal for someone who thrives in a fast-paced academic environment and can balance front-office service, operational coordination, and administrative support. The role will contribute to organized daily operations by managing communications, maintaining records, supporting faculty needs, and helping keep departmental resources and information current.

Responsibilities:
• Manage department records, maintain organized filing systems, and ensure routine documentation is stored accurately and retrieved efficiently.
• Coordinate office supply inventory, place orders as needed, and help maintain a functional and well-organized shared work environment.
• Update departmental web content and create informational materials in collaboration with faculty to keep public-facing information accurate and timely.
• Support the use and upkeep of office technology, including computers, printers, copiers, scanners, and related applications used for daily operations.
• Recruit, train, schedule, and oversee student workers while reviewing completed tasks to maintain strong quality standards and efficient office workflow.
• Serve as the first point of contact for visitors and inquiries by answering phones, handling messages, distributing mail, and facilitating day-to-day communications.
• Prepare and process departmental documents such as announcements, agendas, correspondence, and course-related materials, including proofreading and editing as needed.
• Assist with business operations by tracking budgets, processing reimbursements and invoices, handling payments, and supporting expense documentation.
• Arrange meetings, coordinate travel plans, and organize logistics for departmental events and other scheduled activities.• Demonstrated experience providing administrative support in an office, academic, or structured work setting.
• Ability to manage phone, email, and in-person communications with professionalism and strong customer service skills.
• Proficiency with common office software and digital tools, including word processing, spreadsheets, databases, and web-based applications.
• Strong organizational skills with the ability to maintain records, manage multiple priorities, and complete detail-focused tasks accurately.
• Experience with data entry, document preparation, proofreading, and general office coordination.
• Ability to work effectively with faculty, staff, students, and external contacts in a collaborative environment.
• Comfortable learning new systems and supporting basic office technology and equipment.
• Reliable attendance and the ability to maintain consistent on-site support for departmental operations.