Administrative Assistant - College of Education

Job Description

Job Description

​ Job Summary:

Harris-Stowe State University is seeking an Administrative Assistant for the College of Education. Administrative Assistant performs routine or semi-routine secretarial duties in support of the College of Education. This role provides direct support to the Dean.

Essential Functions:

• Accurately transcribes letters, reports, memoranda, classroom materials, etc. and places them in typed document format, securing them electronically on the College of Education Shared Drive.
• Performs receptionist duties such as greeting visitors, answering inquiries, screening telephone calls and routing incoming telephone calls and mail.
• Manage and update departmental social media platforms, including creating content, scheduling posts, monitoring engagement, and promoting departmental events and initiatives.
• Maintain and update departmental website, brochure, and newsletter content to ensure accuracy, accessibility, and timely communication of information.
• Performs routine administrative tasks related to the area of responsibility of supervisor.
• Establishes and maintains filing and recordkeeping system for department records.
• Maintains stock of office supplies, including monitoring inventory and reordering as required.
• Prepare and submit expense reports, reimbursement requests, purchase orders, and other financial documents in accordance with institutional policies and procedures.
• Copies and collates materials and sets up meetings and meeting rooms.
• Monitor departmental budgets and maintain accurate records of expenditures.
• Serve as the primary contact for reporting, tracking, and resolving facility maintenance and work-order requests.
• Operates various office machines such as computers, calculators, copiers, etc.
• Schedules appointments and maintains calendar of events for supervisor and/or departmental personnel.
• Other duties as assigned.

Minimum Education and Experience :

• Associate Degree; Bachelor’s Degree preferred
• Three years related work experience.
• Experience managing websites and social media platforms.
• Proficiency with Microsoft Office Suite, Google Workspace, and content management systems.
• Experience processing expense reports, budgets, and purchasing transactions.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Knowledge, Skills, and Abilities :

• Strong interpersonal, organizational, oral and written communication skills as well as experience with technology.
• A preference will be given to candidates who are self-starters with the ability to work independently, that are innovative, creative and forward thinkers.
• Demonstrated ability to perform detailed work as well as the ability to work as a team member within the College.
• Ability to exercise critical human relations skills in establishing and maintaining positive and effective working relations with students and the University Community.
• Professionalism is essential.

Supervisory Responsibility :

• To be able to create a service (in-person, electronic and over the phone) center for the front line of service to enhance the customer experience.
• Be able to enhance an action plan with objectives for managing the administrative functions of the office.
• Be able to execute initial phases of a calendar-based communication plan for routine correspondence.
• Be able to be proactive in problem-solving skills.

Physical Requirements :

The ability to stand, walk, sit and use hands for lengthy periods. Must be able to lift or move up to 25 pounds.

Working Conditions and Environment :

Within an office setting.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.