Administrative Assistant I

Campus LANGSTON Contact Name & Email Angel Stanfield, View email address on click.appcast.io Work Schedule Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends. Appointment Length Regular Continuous/Until Further Notice Hiring Range $27,000 - $30,000 Commensurate with education and experience Priority Application Date While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by to ensure full consideration. About this Position Langston University Office of Admissions, Recruitment and Outreach Programs is seeking a dedicated and outgoing Administrative Assistant to join our "Dream Team". This position plays a critical role within our department as the Administrative Assistant will be the FIRST friendly face our students, parents, and stakeholders see when they enter our office. As we know Admissions, Recruitment and Outreach Programs is the heartbeat of the campus, which means at all times the office dynamics are extremely fast paced. It is our sole responsibility to provide great customer service and assist students with their admissions' needs to ensure the student enrolls, matriculates, and become a Langston University Alum. Essential Duties and Responsibilities: This position plays a key role in ensuring the smooth operation of ARO by providing administrative support to the staff therein and servicing as a resource to the university community. Exercise discretion in the handling and dissemination of confidential and other sensitive information (such as student file contents and budget matters). Responsible for opening the office for business, daily. Receives, greets, and directs visitors to appropriate individuals or office within the institution and maintains records of visitors. Answers, properly routes, and returns phone calls. Greets incoming office callers, screening them to determine the purpose of their call or visit, and providing them with the necessary assistance to ensure they are directed to the best resource(s). Responsible for maintaining the record of callers for reference. Must have superb organization, communication, and interpersonal skills with the ability to work in a diverse community serving students, faculty, administrators, and external constituents (such as alumni and prospective students and their families). Must have the ability to work well under pressure, experience in managing multiple projects and meeting deadlines is required. Excellent knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) is also required. Responsible for supervising and directing the work of student employees within the Office, including setting work schedules and approval of electronic timesheets. Responsible for collecting, opening, sorting, and distributing incoming mail. Assist with all aspects of ARO events and perform routine office tasks such as: Office supply inventory maintenance and ordering, maintenance of office equipment including arrangement for service calls as needed, reconciliation of records, such as travel and purchasing documents, general procurement tasks and processing of invoices/receipts. Experience with SciQuest platform (OK Corral) preferred. Responsible for special projects, assigned by the supervisor, including but not limited to gathering information for reporting or other activities and development of special correspondence or documents, presentations, or publications as needed. Responsible for filing documents and maintaining office files, to include active and inactive student files. Responsible for ensuring student files are transferred to the appropriate LU School, as students matriculate to upper division. Must have at least three years of experience as an administrative assistant, administrative specialist, office manager, or related position. Responsible for making travel arrangements for the Director of Admissions, Recruitment and Outreach Programs Attend routine and emergent office meetings and take notes for future dissemination. Performs other related duties as required and deemed appropriate in support of the Office, along with meeting the additional duties which may be assigned by the Director of Admissions, Recruitment and Outreach Programs. Required Qualifications High School/GED (degree must be conferred on or before agreed upon start date) Three years or more in a customer service position and or fast-paced office setting; preferably K-12 or Higher Education. Experience preparing travel itineraries and coordinating travel accommodations, excellent verbal and communication skills, strong organization skills, ability to handle multiple tasks, meet deadlines, and work cooperatively and strategically in a team environment with all levels of professional, technical, and administrative staff. Knowledge of Microsoft Office products, including Word, Excel, PowerPoint, Publisher, Access, Element 451, Ellucian and Internet Explorer or another worldwide web search engine. Skills, Proficiencies, and/or Knowledge: Ability to work flexible hours, including evenings, weekends (Registration and Summer Schedule) Strong interpersonal, communication, and organizational skills with a proven ability to work independently and as part of a team. Ability to manage multiple priorities and meet strict deadlines with professionalism and adaptability. Valid Driver's License Preferred Qualifications Associate's #J-18808-Ljbffr