Senior Administrative Assistant

Posting Details

Position Information
Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship.

This position is contingent upon the availability of sufficient funding.

Position Title
Senior Administrative Assistant

Position Summary

Execute advanced, complex, and comprehensive level administrative functions for a department (s) and/or assigned supervisor(s). Senior Administrative Assistants may perform the following types of duties:

Essential Duties and Responsibilities

• Serve as the primary administrative partner to the Director, anticipating needs, coordinating priorities, and ensuring alignment across initiatives.
• Create, generate and maintain some databases and reports to support recruitment efforts.
• Make and/or suggest minor web content updates.
• Identify operational gaps and implement process improvement strategies across admissions functions.
• Coordinate departmental communications, internal workflow, and cross-functional partnerships on behalf of the Director.
• Organize and execute administrative logistics for programs and recruitment projects: such as providing support for campus tours, Spel Bound; work with the Counselors on events they may have;
• Arrange travel for faculty/staff, students and alumnae assigned to admissions recruitment activities:
  • Coordinate travel reservations (airplane, hotel) with the College travel agent.
  • Process registrations, expense reports, van/car rentals, student travel forms and appropriate liability paperwork for non-employees.
• Arrange travel for staff and/or Director; schedule appointments and manage Director's calendar.
• Prepare purchase requisitions and check requests and all paperwork for Admissions expenses:
  • Keep running budget worksheet up to date for all admissions activities.
  • Maintain inventory of supplies, including printer cartridges, paper, brochures, stationery, and other items for the departmental office
  • Order instructional and office supplies according to request.
  • Work with Banner system to maintain departmental budgets.
• Follow-up on financial documents:
  • Obtain necessary signatures.
  • Check on delivery of items.
  • Process invoices.
  • Track progress in Banner system.
• Provide regular feedback to requester on status of outstanding orders, check requests, etc.
  • Maintain copies of all financial documents.
• Serve as project manager in selection and implementation of relevant software to support admissions objectives
• Schedule appointments, plan and make arrangements for luncheons and meetings for Admissions team members
• Maintain inventory of and order office supplies, instructional supplies, and equipment.
• Perform clerical duties such as copying, drafting and typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings.
• Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
• Reserve facilities for meetings and coordinate meals and/or refreshments.
• Coordinate mail and express shipping receipt and delivery, including collecting and distributing mail on a daily and timely basis. Process faxes, e-mails, and web-based applications and materials.
• May provide general instructions to general college students.
• Organize and execute administrative logistics for programs and recruitment projects
• Must be available for evening and weekend work during busy periods in the admissions cycle.

Required Qualifications

High School Diploma and five years of related work experience or equivalent combination of education and experience are required.

This position requires strong customer service focus, communication, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential and to handle confidential matters. Must demonstrate initiative; and independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.

Good proofreading skills are essential.

This work requires the ability to perform intermediate-advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Must be proficient in creating ad hoc reports and understand the use of relational databases. In addition to producing correspondence, duties may involve assignments that require creating…