Administrative Assistant I

We are excited that you are considering joining Nova Southeastern University!


Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.


We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:


Contributes to the university's success by providing administrative services for assigned departments, including but not limited to receiving and directing visitors, responding to and resolving complex problems, fielding telephone calls, scheduling meetings, organizing events, composing and editing correspondence, and providing general office support.

Job Category: Non-Exempt


Hiring Range: $31,200 annually /$16 per hour


Pay Basis: Hourly


Subject to Grant Funding? No


Essential Job Functions:


1. Coordinates and manages student appointments for Career Development and Dual Advising using specialized scheduling software to ensure students receive timely guidance.

2. Maintains and updates student participation databases for experiential learning programs and career outcomes to support office reporting and assessment.

3. Assists in the maintenance of career resources, advising guides, and experiential education and learning catalogs to ensure students have access to current information.

4. Implements university or departmental policies, procedures, and service standards in conjunction with management.

5. Interprets administrative and operating policies and procedures for employees.

6. Responds to inquiries and resolves routine problems requiring general understanding of work-area policies and procedures.

7. Performs administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.

8. Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

9. Prepares forms and documents; enters data and generates reports from NSU specific software systems and verifies data for discrepancies and for accurate record keeping.

10. Schedules and confirms appointments for clients, customers, or supervisors.

11. Arranges for conferences, meetings, or travel reservations for office personnel.

12. Inventories and orders materials, supplies, and services. Utilizes NSU's check request and purchasing system to monitor office expenditure and assists with the preparation of the annual office budget.

13. Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, and/or other services.

14. Maintains absentee and emergency contact information.

15. Completes other projects as assigned.

16. Performs other duties as assigned or required.


Job Requirements:

Required Knowledge, Skills, & Abilities: Knowledge:
1. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
2. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
3. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Thorough knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

Skills:
1. Service Orientation - Proficient skills in actively looking for ways to help people.
2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
3. Time Management - Proficient skills in managing one's own time.
4. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.
5. Speaking - Proficient skills in talking to others to convey information effectively.
6. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Abilities:
1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
4. Detail Oriented - The ability to pay attention to details, understand underlying cause/effect relationships, and account for those details and relationships.
5. Confidentiality - The ability to maintain confidential information.
6. Ability to multitask.

Physical Requirements and Working Environment:
1. Speech Recognition - Must be able to identify and understand the speech of another person.
2. Speech Clarity - Must be able to speak clearly so others can understand you.
3. Near Vision - Must be able to see details at close range (within a few feet of the observer).
4. Travel - Must be able to travel on a daily and/or overnight basis.
5. May be required to work nights or weekends.
6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.

Required Certifications/Licensures:

Required Education: High School Diploma or Equivalent


Major (if required:

Required Experience: High School Diploma and two (2) years of clerical/administrative experience in an office environment.

--OR--

Associate's Degree and one (1) year of clerical/administrative experience in an office environment.


Preferred Qualifications:

Is this a safety sensitive position? No


Background Screening Required? No


Pre-Employment Conditions:

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.


NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.