Administrative Assistant

Primary Purpose

Contributes to the university's success by providing administrative services for assigned departments, including but not limited to receiving and directing visitors, responding to and resolving complex problems, fielding telephone calls, scheduling meetings, organizing events, composing and editing correspondence, and providing general office support.

Non‑Exempt

$31,200 annually / $16 per hour.

Hourly

• Coordinates and manages student appointments for Career Development and Dual Advising using specialized scheduling software to ensure students receive timely guidance.
• Maintains and updates student participation databases for experiential learning programs and career outcomes to support office reporting and assessment.
• Assists in the maintenance of career resources, advising guides, and experiential education and learning catalogs to ensure students have access to current information.
• Implements university or departmental policies, procedures, and service standards in conjunction with management.
• Interprets administrative and operating policies and procedures for employees.
• Responds to inquiries and resolves routine problems requiring general understanding of work‑area policies and procedures.
• Performs administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
• Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Prepares forms and documents; enters data and generates reports from NSU specific software systems and verifies data for discrepancies and for accurate record keeping.
• Schedules and confirms appointments for clients, customers, or supervisors.
• Arranges for conferences, meetings, or travel reservations for office personnel.
• Inventories and orders materials, supplies, and services. Utilizes NSU's check request and purchasing system to monitor office expenditure and assists with the preparation of the annual office budget.
• Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, and/or other services.
• Maintains absentee and emergency contact information.
• Completes other projects as assigned.
• Performs other duties as assigned or required.

Knowledge:

• Clerical – Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Customer and Personal Service – Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
• English Language – Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• MS Office Suite – Thorough knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

Skills:

• Service Orientation – Proficient skills in actively looking for ways to help people.
• Judgment and Decision Making – Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
• Time Management – Proficient skills in managing one's own time.
• Writing – Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.
• Speaking – Proficient skills in talking to others to convey information effectively.
• Active Listening – Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Abilities:

• Problem Sensitivity – The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Oral Comprehension &…