Administrative Assistant- K

Department Career Development

Job Family

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Job Description

Schedule: Monday - Friday, 8:30am- 5pm (37.5 hours per week)

Position Summary:

The Administrative Assistant assists with a variety of activities within the Center for Career Education (CCE), and is the first point of contact for visitors and callers. The Administrative Assistant interacts regularly with students, alums, faculty, employers, administrative offices, and academic departments. This position serves as the chief support person for handling arrangements for workshops and events, triaging and responding to emails in a timely fashion, ensuring that students/alums are receiving assistance promptly, and providing overall support to the operations of the CCE.

This is a full time, in-person, CWA Union position for the full year.

Responsibilities:

• Serve as the front line of support for reception/front desk interactions to create a friendly and welcoming office environment: check in, schedule and route student/alum appointments; answer phones and screen incoming calls and mail, maintain office supplies. Serve as incoming emails to the department and route to the appropriate staff member.

• Monitor office supply inventory and place new orders as needed with approved vendors and track purchase orders in Workday.

• Provide administrative assistance for meetings, calls, and events; maintain filing systems and department calendars.

• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.

• Support in organizing events, including scheduling, room reservations, completing tasks identified by an event plan, using templates to make name tags, event programs, or other event collateral, communicating with vendors and participants, and ordering food or supplies.

• Attend department events to support the successful execution of the event by welcoming attendees, answering event questions, and referring attendees or vendors to the event host for further information.

• Assist with arrangements for department guests, such as travel reimbursements and setting up accommodations.

• Communicate in multiple modes with department members, vendors, on-campus offices, alums, volunteers, and/or other off-campus partners to complete departmental tasks.

• Responsible for data entry (eg, logging email consultations with counselors and students), electronic file maintenance (eg, creating and updating alum accounts in systems), and running standard reports.

• Supports the budget operations of the office/department: process invoices and reconcile departmental purchases; track and compare planned budget to actual expenses; provide notice if out of alignment.

• Responsible for supervision of student employees, which may include posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.

Required knowledge, skills, and abilities:

• A minimum of two years of administrative support experience or other work experience.

• Strong computer skills including proficiency with Google Suite and Microsoft Office, and ability to learn additional technical systems.

• Strong written and verbal communication skills.

• Ability to interact effectively with a diverse community.

• Ability to exercise discretion and maintain confidentiality.

• Ability to sit or stand for extended periods of time.

• Ability to interact socially with others and to create a welcoming office environment.

Preferred knowledge, skills, and abilities:

• Four years of administrative support experience.

• Experience working with software systems including finance and accounting systems, payroll, student information systems, or customer relationship management systems.

Pay Rate: $18.51 hourly

Special Instructions to Applicants:

To complete your application, you will be required to attach your resume and cover letter