Administrative Assistant

Administrative Assistant

The Administrative Assistant provides comprehensive operational, financial, and logistical support to the department, ensuring efficient day-to-day functioning. This role supports faculty, leadership, staff, and students through essential administrative systems, event coordination, and fiscal processes, and serves as a central hub for departmental operations.

Job Related Minimum Required Education and Experience - Typically holds a high school diploma or GED. Requires 1 or more years of job related experience.

Required Certification, Licensure/Other Credentials

Preferred Qualifications - Bachelor's degree and 2 years related experience in business management, administrative services, or related field preferred.

Knowledge/Skills/Abilities - Organizational skills and ability to multi-task. Skilled in Microsoft Office Suite (Word, Excel, Outlook, AI, etc.). Customer service skills, verbal, written and interpersonal communication skills, and the ability to work well with others. Ability to work independently and with a team.

Job Duties

Job Duty - Administrative & Operational Support Provides administrative support for unit leadership, including the calendar management, meeting coordination, agendas, and minutes Serves as an operational resource for faculty and staff regarding departmental processes, procedures, and systems.

Essential Function - Yes

Percentage of Time - 25

Job Duty - Financial & Resource Administration Coordinates purchasing, reimbursements, invoicing, and other financial transactions in accordance with institutional policies Assists executive assistant to the dean with tracking and organizing budget-related data and supports financial reporting as required by leadership. Assists executive assistant with coordination hiring logistics, including adjunct hiring processes and administrative steps related to searches.

Essential Function - Yes

Percentage of Time - 25

Job Duty - Event & Project Coordination Coordinates department and college events, including ceremonies, fairs, workshops, and special initiatives. Assists with logistical planning such as room reservations, vendor coordination, registration tools, and on-site arrangements. Serves as point person for designated recurring events and timelines.

Essential Function - Yes

Percentage of Time - 20

Job Duty - Combined administrative support for department chairs, student contact person for both departments, and departments first point of contact for public, colleagues, and students. Monitors the department emails and teams accounts for questions, inquiries, and responds appropriately except for field experiences. Request situational guidance and support as needed. Maintains office and workroom equipment such as printer supplies, workroom restock, and mail room support.

Essential Function - Yes

Percentage of Time - 20

Job Duty - Other duties as assigned

Essential Function - Yes

Percentage of Time - 10