Administrative Assistant

Administrative Assistant

Beacon College, an institution dedicated to uniquely serving students through an innovative, student-centered approach, is seeking a highly organized and service-oriented Administrative Assistant. This role is essential in supporting senior leadership and advancing the College's mission through efficient administrative operations, strong communication, and collaborative engagement.

The Administrative Assistant provides essential clerical and administrative support to senior leadership and multiple departments within the College, ensuring efficient day-to-day office operations and effective communication. This role serves as a primary point of contact for routine inquiries from students, faculty, staff, and external stakeholders, and assists with scheduling, document preparation, data entry, and office coordination. Work is performed under general supervision, following established procedures. The Administrative Assistant supports institutional processes with accurate, timely, and detail-oriented work in a fast-paced higher education environment.

Essential Duties And Responsibilities

• Serve as the primary point of contact for visitors, students, faculty, and external stakeholders by greeting guests, answering phones, managing inquiries, and directing communications appropriately.
• Provide administrative and clerical support to senior leadership, including scheduling appointments, maintaining calendars, and coordinating meetings based on established priorities and direction.
• Draft, format, and edit routine correspondence, reports, presentations, and spreadsheets using standard templates and instructions.
• Maintain and update databases and records by entering, verifying, and retrieving data in accordance with established procedures.
• Support Beacon College reporting efforts by collecting, organizing, and compiling data for review.
• Assist with data tracking and reporting activities, including maintaining spreadsheets and generating routine reports.
• Provide financial administrative support, including processing purchase orders, tracking expenses, and reconciling transactions according to established procedures.
• Oversee office operations such as ordering supplies, maintaining equipment, and ensuring workspace organization using standard processes.
• Coordinate travel arrangements, logistics for meetings and events, including scheduling, preparing materials, and arranging resources.
• Provide information to students and visitors by answering routine questions and referring more complex issues to appropriate staff.
• Assist with resolving routine administrative issues by following established guidelines and escalating concerns when appropriate.
• Build and maintain positive working relationships with students, faculty, staff, and external partners.
• Maintain records and filing systems, ensuring accuracy, confidentiality, and compliance with established policies.
• Perform all duties in accordance with College policies, procedures, and supervisory guidance.
• All other duties as assigned.

Required Qualifications

• Education: Associate's degree or equivalent experience.
• Experience: 2+ years of administrative support experience.

Preferred Qualifications

• Bachelor's degree.
• Experience working with diverse populations; higher education experience preferred (including familiarity with college systems and students with learning differences).

Knowledge, Skills And Abilities

• Strong organizational, time management, and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and general office technology; ability to learn new systems.
• Knowledge of standard office procedures and business correspondence.
• Strong proofreading, editing, and data accuracy skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective problem-solving skills.
• Ability to work independently on routine tasks and collaboratively within a team.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.

This description is intended to outline the general scope of responsibilities and is not an exhaustive list of duties. Beacon College is an Equal Opportunity Employer committed to fostering a diverse and inclusive community.