Administrative Assistant

Position Title Administrative Assistant Position Summary

Serves as the primary administrative support and first point of contact for the Education Department. Provide administrative, organization, and clerical support to the Education Department, and Chair.

Essential Duties and Responsibilities

Key Responsibilities

1. Front Desk & Communication Management

* Department First Contact:
Welcome students, faculty, staff, and visitors; handle general inquiries.

* Correspondence & Media:
Manage the departmental email inbox, distribute daily mail/express shipping, and maintain the department bulletin board and student email announcements.

* Website & Promotion:
Regularly review, update, and maintain the Education Department website and assist with the preparation of program brochures.

2. Faculty & Departmental Support

* Administrative Assistance:
Provide clerical support to full- and part-time faculty, including typing, copying, and assembling course materials (syllabi, exams, etc.).

* Calendar & Scheduling:
Manage the departmental calendar (via Outlook), including monthly meetings, events, and tracking faculty travel. Coordinate appointments and schedule meetings.

* Event Planning:
Organize logistics for meetings, events, and luncheons, including room reservations, catering, and visitor arrangements (hotel reservations, parking passes).

3. Travel & Logistics Coordination

* Travel Arrangements:
Coordinate flight and hotel reservations through the College travel agent for faculty, staff, and students.

* Documentation:
Process registrations, expense reports, vehicle rentals, and mandatory student travel forms.

4. Financial & Budget Administration

* Purchasing & Invoicing:
Prepare purchase requisitions and check requests, including specialized requests for the teacher certification program accreditation.

* Budget Tracking:
Maintain a running internal budget worksheet and use the Banner system to monitor departmental and grant-funded budgets.

* Document Workflow:
Obtain necessary signatures, process invoices, track order progress in Banner, and provide regular status updates to the original requesters.

* Grant Support:
Assist in budget related items for Department and faculty grants.

5. Office Operations & Record Keeping

* Data & Filing:
Organize and maintain secure digital filing systems, including tracking student enrollment data for the major and teacher certification programs.

* Inventory Control:
Monitor and replenish office, classroom, faculty, and general supplies (paper, ink cartridges, instructional materials).

* Reporting:
Maintain copies of all financial transactions and provide regular records to the Department Chair for oversight.

Required Qualifications

Education & Experience

* Minimum Education:

High School Diploma or equivalent required.

* Preferred Education:

Some college coursework or an Associate's degree preferred.

* Experience:

Minimum of three (3) years of related administrative or customer-facing work experience required.

Core Competencies & Interpersonal Skills

* Exceptional customer service mindset with a proven ability to interface with students, parents, faculty, and external vendors with diplomacy, tact, and a professional demeanor.

* Excellent verbal and written communication skills. Ability to clearly articulate information, respond to inquiries in one-on-one or group settings, and maintain strict confidentiality.

* Proofreading skills with the ability to read, analyze, and interpret modern digital operating procedures, compliance guidelines, and instructional manuals.

* Superior time-management and organizational skills, with a demonstrated ability to self-motivate and balance competing priorities in an academic environment.

Technical Proficiency

* Intermediate to advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint) for data tracking, document creation, and spreadsheet management.

Experience with digital collaboration tools (e.g., Microsoft Teams) for departmental and college communication.

* Proficiency in Canva or similar modern design platforms to independently create department brochures, digital announcements, and materials.

* Experience with, or the ability to learn, higher-education ERP…