Administrative Assistant - College of Education

Job Description

Job Description

Job Summary

Harris-Stowe State University is seeking a highly organized, professional, and service-oriented  Administrative Assistant to support the College of Education and provide direct administrative support to the Dean.

The Administrative Assistant serves as a key point of contact for the College, coordinating day-to-day administrative operations, communications, scheduling, records management, purchasing, budget tracking, and customer service. This position also supports the College’s digital presence through website, social media, newsletter, and other communications activities.

The ideal candidate is a proactive self-starter who demonstrates sound judgment, attention to detail, professionalism, strong communication skills, and the ability to manage multiple priorities in a fast-paced academic environment.

Essential Functions

• Provide comprehensive administrative support to the Dean and College of Education, including correspondence, reports, memoranda, classroom materials, and other documents.
• Prepare, format, organize, and electronically maintain documents and records in accordance with University procedures and departmental practices.
• Serve as a welcoming and professional first point of contact for students, faculty, staff, visitors, and members of the University community.
• Answer, screen, and route telephone calls; respond to routine inquiries; and distribute incoming mail and communications appropriately.
• Manage and maintain departmental social media platforms, including developing and scheduling content, monitoring engagement, and promoting College events, programs, initiatives, and accomplishments.
• Maintain and update College website content, brochures, newsletters, and other communication materials to ensure information is accurate, current, accessible, and effectively communicated.
• Coordinate meetings, appointments, calendars, and events for the Dean and/or College personnel.
• Prepare meeting agendas and materials, coordinate meeting logistics, and arrange meeting rooms and technology as needed.
• Establish and maintain organized electronic and physical filing and recordkeeping systems for College records.
• Monitor office supply inventory and coordinate purchasing and replenishment as needed.
• Prepare and process expense reports, reimbursement requests, purchase orders, and other financial documentation in accordance with University policies and procedures.
• Monitor departmental budgets and maintain accurate records of expenditures, commitments, and available resources.
• Serve as the primary point of contact for facility maintenance and work-order requests, including submitting, tracking, communicating, and following up on requests through resolution.
• Operate standard office equipment and utilize applicable technology and software to support daily administrative operations.
• Assist with special projects, events, communications, and other administrative initiatives that support the goals of the College of Education.
• Perform other duties as assigned.

Minimum Education and Experience

• Associate degree required; Bachelor’s degree preferred.
• Three years of related administrative or office experience.
• Demonstrated experience managing websites and social media platforms.
• Proficiency with Microsoft Office Suite, Google Workspace, and content management systems.
• Experience processing expense reports, budgets, purchasing transactions, or related financial documentation.
• Strong organizational, written and verbal communication, and customer service skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.

Knowledge, Skills, and Abilities

• Excellent interpersonal, organizational, oral, and written communication skills.
• Strong technological proficiency and the ability to learn and effectively utilize new software and systems.
• Exceptional attention to detail and accuracy in administrative and financial tasks.
• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.
• Ability to work independently, take initiative, identify opportunities for improvement, and proactively resolve issues.
• Creative and forward-thinking approach to communications, digital content, and administrative processes.
• Ability to establish and maintain positive, professional, and effective working relationships with students, faculty, staff, administrators, and external constituents.
• Strong customer-service orientation with a commitment to creating a welcoming and responsive experience for the University community.
• Ability to collaborate effectively as a member of a team while independently managing assigned responsibilities.
• Demonstrated professionalism, dependability, flexibility, and sound judgment.

Supervisory Responsibility

This position does not have direct supervisory responsibility but is expected to:

• Serve as a professional front-line resource and provide responsive, high-quality service to students, faculty, staff, visitors, and other constituents.
• Support the development and implementation of administrative processes and action plans that improve office efficiency and effectiveness.
• Coordinate and execute routine, calendar-based communications and correspondence.
• Anticipate administrative needs, identify potential issues, and take a proactive approach to problem-solving.
• Exercise appropriate judgment and discretion when representing the College of Education and supporting the Dean.

Physical Requirements

The position requires the ability to sit, stand, walk, and use hands for extended periods. The employee must be able to lift and/or move materials weighing up to 25 pounds.

Working Conditions and Environment

Work is primarily performed in a professional office and academic environment. The position requires regular interaction with students, faculty, staff, visitors, and University leadership and may require occasional work related to meetings, events, or College activities outside of the immediate 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.