Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support daily operations for a university environment in Kalamazoo, Michigan. This contract position with potential for a permanent opportunity is ideal for someone who enjoys keeping an office organized, assisting faculty and staff, and ensuring administrative processes run smoothly. The role offers a blend of front-office coordination, event support, and operational follow-through in a collaborative academic setting. This role is 100% onsite, M-F, 8am-5pm.

Responsibilities:

• Manage day-to-day administrative activities to keep the office running efficiently and professionally.

• Order and monitor office supplies to maintain appropriate inventory levels and support departmental needs.

• Provide oversight and guidance to student workers, helping assign tasks and monitor completion of routine duties.

• Assist faculty with technology and media-related requests by coordinating support for rooms, audiovisual needs, help desk questions, and facility-related concerns.

• Maintain and organize syllabus records and departmental documentation with accuracy and consistency.

• Support scheduled events by confirming logistics, verifying arrangements, and ensuring details are in place ahead of time.

• Coordinate smaller meetings or events as needed, including communication, scheduling, and preparation of materials.

• Track projects and administrative follow-up items to help ensure deadlines and priorities remain on schedule.

• Answer inbound calls and respond to general inquiries in a courteous and service-focused manner.

• Perform data entry and other clerical tasks with a high level of accuracy and attention to detail.

• Previous experience in administrative support, office coordination, or a related business support role.
• Ability to handle data entry and routine clerical work with strong accuracy and organization.
• Experience managing office supply purchasing or inventory replenishment.
• Comfortable working with student employees and supporting a team-oriented office environment.
• Strong communication skills with the ability to assist faculty, staff, and visitors professionally.
• Ability to manage multiple priorities, track progress, and follow through on assignments independently.
• Proficiency with standard office technology and willingness to assist with basic media or technology coordination.