Administrative Assistant School of Aquaculture

Administrative Assistant School of Aquaculture

Job Summary
:
Under direct supervision of the Associate Dean, the Administrative Assistant provides office support and administrative services for the School of Aquaculture and Aquatic Sciences. The role ensures the efficient operation of the office, manages daily office activities, correspondence, scheduling, and project coordination, and may handle confidential information.

• Office Management:
  Coordinate and manage office activities to ensure efficiency and compliance with university policies. Maintain supplies and equipment, monitor inventory, and ensure equipment functionality.
• Administrative Support:
  Prepare documents, manage calendars, handle correspondence, and maintain records. Create and process requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests, and students. Assist with data entry, reporting, and presentation preparation.
• Communication:
  Serve as a primary point of contact for internal and external stakeholders. Respond to inquiries by phone, email, and mail, schedule and coordinate meetings, appointments, and travel, and prepare and distribute memos, newsletters, and other communications.
• Project Coordination:
  Support projects by tracking progress, coordinating resources, and managing timelines. Assist with planning and execution of events, workshops, and departmental activities.
• Financial Administration:
  Monitor and support budgetary functions. Process invoices, expense reports, and financial documentation accurately and in a timely manner.
• Customer Service:
  Greet and assist visitors, ensuring a welcoming and professional environment. Address inquiries and resolve issues with professionalism, escalating when necessary.

• Organizational
  
  Skills:
  
  Exceptional ability to manage multiple tasks and prioritize workload effectively.
• Communication
  
  Skills:
  
  Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
• Technical Proficiency:
  Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
• Attention to Detail:
  High level of accuracy and attention to detail in managing documents and information.
• Problem‑Solving:
  Ability to anticipate needs and solve problems proactively.
• Interpersonal
  
  Skills:
  
  Strong interpersonal skills, with the ability to work well with a diverse team and interact positively with all levels of staff and external contacts.
• Confidentiality:
  Ability to handle sensitive information with discretion and maintain confidentiality.

This position does not have supervisory responsibilities but may guide or coordinate the work of temporary staff, student employees, or junior administrative personnel.

Other related duties as assigned.

Education: High school diploma or equivalent required.

Experience: Minimum of 2 years of experience in an administrative or office support role.

Skills: Proficiency in office software and equipment, strong organizational and communication skills.

Education: Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.

Experience: Prior experience in a similar role within higher education.

Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello).

NA

Environment:
Primarily office‑based with a standard work schedule. Occasional overtime may be required for deadlines or events.

Physical Requirements:

Must be able to sit for extended periods, operate office equipment, and occasionally lift up to 25 pounds. Position may require walking, standing, and bending.

Travel:
Minimal travel required, primarily for local meetings or events.

Classification:
Staff‑12 months;
Effective date: TBD. Standard work hours: 37.5 hours per week.

Location:

On-site, Main Campus.

Employment status :
Full‑time. Employment classification:
Non‑exempt.

Reports to:

Chair, School of Aquaculture.

Applicants must be authorized to work for any employer in the United States. Kentucky State University is an Equal Opportunity Employer. The functions, qualifications, knowledge/skills, and physical requirements listed represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.