Administrative Support Secretary for Technology and Maintenance Departments

Administrative Support Secretary

Reports to: Director of Finance and Operations/CSBO

Overview: The Administrative Support Secretary will play a pivotal role in providing comprehensive administrative assistance to the technology and maintenance departments. By efficiently managing correspondence, scheduling appointments, organizing meetings, and maintaining records, the secretary will enable department heads and staff to focus on their core responsibilities.

Qualifications:

• Bachelor's degree in business administration, management, or a related field preferred.
• Proven experience in administrative support roles, preferably in an educational setting.
• Proficiency in office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
• Strong organizational and time management abilities, with a keen attention to detail and accuracy.
• Ability to prioritize tasks effectively and work efficiently in a fast-paced environment.
• Familiarity with project management concepts and tools would be an advantage.
• Discretion and integrity in handling confidential information.

Responsibilities:

• Manage correspondence, including emails, letters, and memos, ensuring timely responses and proper documentation.
• Schedule appointments, meetings, and conference calls for department heads, utilizing calendar management tools effectively.
• Organize meetings, including preparing agendas, coordinating logistics, and recording minutes as required.
• Maintain accurate records, including departmental budgets, expenses, timesheets, fixed asset maintenance and project-related documents.
• Act as a central point of contact for the technology and maintenance departments, facilitating seamless communication and collaboration.
• Coordinate inter-departmental activities, ensuring alignment with organizational objectives and priorities.
• Foster a collaborative work environment by promoting effective communication channels.
• Organize and maintain departmental documents, databases, files in a systematic and accessible manner.
• Ensure confidentiality and security of sensitive information, adhering to data protection policies and procedures.
• Facilitate easy retrieval of relevant information for department heads and staff, enhancing organizational efficiency.
• Assist in coordinating special projects and initiatives undertaken by the departments, ensuring timely completion and adherence to project milestones.
• Track project progress, update project timelines, and communicate updates to stakeholders as required.
• Provide administrative support during project meetings, including preparing materials and documenting action items.
• Performs other duties as assigned.

FLSA Status: Non-exempt

Salary: $50,000

Benefits: Eligible for insurance, sick, personal, and vacation days