Administrative Assistant

Summary

The Administrative Assistant for assigned campus(es) performs a variety of administrative support activities of a very responsible, difficult, and often confidential nature.

• Provides the first point of contact for all individuals entering the College. Greets all individuals promptly and professionally.
• Answer telephones, transfer calls, and convey messages.
• Provide superior customer service over the phone and in person.
• Provide administrative support to other departments as needed.
• Maintains cleanliness and organization at the reception area/lobby.
• Proofread records or forms.
• Completes assigned reports.
• Assist with orientation and prepare student badges.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities. Photocopy, collate, and distribute correspondence, articles, reports, bulletins, etc.
• Develop and maintain department filing systems.
• Coordinate the manager’s schedule and make appointments for other personnel on campus.
• Order and maintain supplies, and arrange equipment maintenance.
• Resolve questions and issues.
• Submit work orders.
• Collect, sort, and distribute mail.
• Assist with campus event planning, ordering supplies, catering, food, invitations, etc.
• Support the Enrollment Services and Student Finance Departments and Reporting.
• Coordinate all campus accounting functions, including invoices and payments. Report to the Campus Director for these functions.
• Serve as the administrative liaison between Campus and Corporate Administrative Offices.
• Perform other duties as assigned.

This job does not have direct reports.

To perform the job successfully, an individual should demonstrate the following competencies:

• Integrity – Acts in a way that demonstrates personal integrity; serves as a positive example of why others should trust the motives of the organization; follows through on commitments.
• Professionalism – Approaches others in a tactful manner; treats others with respect and consideration.
• Adaptability – Adapts to changes in the work environment; manages competing demands.
• Organization Support – Follows policies and procedures; completes projects and tasks correctly and on time.
• Communication – Communicates effectively and appropriately; listens to others and allows them to make their point.

• Customer Focus – Responds to customer needs promptly and effectively.
• Time Management – Prioritizes tasks and manages time to ensure deadlines are met.
• Work Ethic – Demonstrates urgency and commitment to organizational needs.
• Quality of Work – Produces highly accurate work with attention to detail.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Education and/or Experience – Associate's Degree preferred. Five years of related experience and/or training; or an equivalent combination of education and experience.
• Language Skills – Ability to read and comprehend simple instructions and write simple correspondence.
• Mathematical Skills – Ability to add, subtract, multiply, divide and interpret basic data.
• Reasoning Ability – Ability to apply common sense understanding to carry out instructions.
• Computer Skills – Knowledge of Microsoft Office (Word, Excel, Access, Outlook) and payroll software.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.