Administrative Assistant

Administrative Assistant

The Department of JSUOnline is now accepting applications for its Administrative Assistant position.

Examples Of Duties

• Serve as the professional and courteous first point of contact for JSUOnline, responding to phone calls, emails, mail, visitor inquiries, and directing individuals to the appropriate resources or personnel.
• Coordinate and manage daily office operations, including staff support services, supplies, equipment, and facilities, inventory, maintenance, and other administrative needs. Conduct regular inventory of office supplies, equipment, and materials: monitor inventory levels; and place and track orders to ensure necessary supplies and materials are available to support daily operations.
• Organize calendars, schedule appointments, coordinate meetings, events, orientations, and other departmental activities.
• Manage and maintain departmental records, files, databases, and documentation: screen, prioritize, and route correspondence requests appropriately.
• Manage and monitor two separate departmental budgets governed by distinct funding requirements, policies, and allowable costs guidelines. Prepare, process, track and reconcile financial transactions, invoices, expenditures, and expense reports on a weekly basis. Monitor budget balances and spending activity, maintain supporting documentation, and ensure expenditures comply with applicable funding requirements and approved budgets. Prepare budget updates and financial documentation as needed to support accountability and reporting.
• Coordinate purchasing and procurement activities, including preparing and placing orders, tracking purchases, maintaining supporting documentation, and ensuring purchases comply with applicable institutional and funding source requirements.
• Book travel arrangements and manage related travel documentation, approvals, reimbursement, and records.
• Create, proofread, edit, and distribute internal communications, reports, correspondence and departmental documents.
• Prepare and distribute welcome emails and other communications to online students, providing timely information regarding services, resources, deadlines, and departmental activities.
• Supervise and provide direction to student workers, temporary employees, or other assigned support personnel as needed and assist with overall student service functions.
• Participate in professional development activities and maintain a clean, organized, secure, and professional office environment.
• Requires the ability to occasionally lift items weighing up to 15 pounds.
• Perform other duties as assigned.

Typical Qualifications

• Bachelor's degree preferred or three to five years of office or administrative experience directly related to the duties and responsibilities of the position.
• Ability to make administrative and procedural decisions involving sensitive and confidential information.
• Proficiency in Microsoft Office Suite, and database management systems.
• Strong interpersonal and communication skills, including verbal, written, and visual communication.
• Ability to work independently and effectively with individuals from diverse backgrounds.
• Strong organizational, time management, and records maintenance skills.
• Ability to create, compose, and edit professional written materials.
• Demonstrated ability to manage multiple priorities, meet deadlines, and adjust priorities as needed.
• Experience with budgeting, expense tracking, and basic financial reporting.
• High attention to detail.
• Strong analytical and problem-solving skills.

Benefits

We offer a complete benefits package to full-time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work 20 hours or more per week are eligible for the complete benefits package.