PT - Administrative Assistant for the Office of Academic Affairs

Job Summary The Administrative Assistant functions as the first contact with all students, staff, faculty, and visitors who come to the office of academic affairs. This position serves as the “face” of the office and is charged with maintaining the service-oriented posture to which the office is committed. General office tasks include managing telephones and word processing in a fast-paced environment.

This role functions as administrative support for various projects through the office of academic affairs as assigned. Under the direction of the Office Manager, the Administrative Assistant is responsible for administrative support for the Dean of Faculty, Dean of Educational Effectiveness, Director of Academic Administration, and other office staff.

Duties/Responsibilities Greet and direct visitors, answer phones

Support the general email adoSort mail—twice a day Maintain/route newspapers, magazines and newsletters

Scheduling for academic affairs staff as needed

Order and manage faculty lounge coffee supplies and magic fridge drinks.

Order and manage supplies for the office

Maintain Academic Affairs bulletin boards

Birthday Cards:
Acquire signatures/send Birthday cards to faculty and administrative assistants. Each month secure list from HR, give to AA and staff for signature, send cards to faculty a few days prior to their birthday.

Submit facilities and IT work requests as needed

Assist in managing faculty, adjunct, visiting, GTA, reader, and grader data for Academic Affair.

Assist in Commencement events;
Chapel, BBQ, and Commencement Ceremony as needed.

Assist with Student/Commencement Awards chapels: administrative tasks and communication between the departments and the award recipients

Assist in events hosted by the Office of Academic Affairs as needed

Assist with other administrative tasks as needed

Must enjoy working with and interacting with others

Strong written and verbal communication skills

Able to communicate interdepartmentally

Able to multi-task in a fast-paced environment

Must have good organizational skills and attention to details

Must have computer experience and be familiar with Microsoft Office Suite Must have strong telephone skills

Must be flexible

Must have positive personality

Must have good attendance and be punctual

Must be able to handle confidential materials

Education and Experience Bachelor’s degree preferred.

Familiarity with DTSProficiency in Microsoft Office Suite, including Word, Excel, Teams, and Forms Typing: 60 words per minute

Familiarity with database systems

Physical Requirements Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.
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