Education Department Admin Assistant

• Manage administrative requests, high-level assignments, and queries from senior managers and Directors

• Organize, schedule, and manage Directors' calendars and administrative workflows

• Plan and facilitate meetings, including Committee, Director, and senior management meetings

• Take attendance, notes, and meeting minutes and distribute them as requested

• Prepare reports and spreadsheets, maintain databases, and ensure workflow and approvals

• Write and distribute emails, correspondence, letters, forms, and other documents on behalf of senior management and Directors

• Maintain calendars, office policies and procedures, filing systems, and office supplies

• Book travel arrangements and prepare, reconcile, and submit expense reports

• Liaise with executive assistants and senior administrative assistants to handle senior management requests and queries

• Maintain rapport with senior management, Directors, customers, managers, and employees

• Set and manage department priorities and workflow

• Provide confidential administrative support and communicate potential problems

• Maintain procedures for administrative assistant and office duties, charging, time edits, material management, and quality manuals

• Provide backup coverage for support staff and complete special projects

• Document and communicate needed actions, discover irregularities, and determine continuing needs

• Inventory, reorder, secure, and distribute department equipment, supplies, forms, and floor stock

• Respond to queries and prepare departmental communications and distribution lists

• Answer multiline telephones and operate/troubleshoot office equipment and computer ordering systems

• Sort, open, and distribute mail and communications

• Report safety incidents through the Midas/RDE tool and attend safety training

• Complete mandatory training and comply with applicable company policies

• High School Diploma or GED required
• Bachelor's Degree strongly preferred
• Minimum four (4) years administrative assistant, executive assistant, department secretary or office coordinator experience required
• Minimum two (2) years of customer relations experience required
• Excellent oral and written communication skills
• Excellent time management skills
• Ability to work independently, manage agencies, and prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills and ability to multitask
• High proficiency in Microsoft Office products, including calendar management, meeting arrangement, and conducting meetings via Teams and Zoom
• High proficiency in Excel and Power Point
• Previous experience with Kronos, Lawson, Oracle, Halogen, Midas, and Business Objects preferred
• Understanding of computers and competence in using computers and basic software programs
• Must complete company mandatory modules and required job‑specific training within the specified timeframe
• Must comply with company policies and maintain confidentiality of department, patient, and employee matters

Demonstrates strong organizational and time management skills while providing high-level administrative support to senior management. Proficient in Microsoft Office, including Excel and PowerPoint, with a focus on maintaining confidentiality and managing workflows effectively.

• Administrative Support
• Calendar Management
• Customer Relations
• Microsoft Office Proficiency
• Meeting Coordination

• Administrative Assistant Experience
• Customer Relations Experience
• Report Preparation
• Database Maintenance
• Expense Reporting
• Meeting Minutes Documentation
• Office Procedures Management
• Travel Arrangement
• Multiline Telephone Operation
• Problem‑Solving Skills

• Excellent Communication Skills
• Attention to Detail
• Time Management
• Organizational Skills
• Ability to Multitask

• High School Diploma or GED
• Bachelor's Degree Preferred

• Administrative Workflows
• Confidentiality
• Office Supplies Management
• Safety Training
• Company Policies Compliance

• Microsoft Excel
• Microsoft Power Point
• Microsoft Teams
• Microsoft Zoom
• Kronos
• Lawson
• Oracle
• Halogen
• Midas
• Business Objects