Administrative Assistant School of Education; Part-Time

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PT NON EXEMPT - 610102 Main Campus, Frankfort, KY, US

3 days ago Requisition

TITLE: Administrative Assistant

DEPARTMENT: School of Education

REPORTS TO: Chair, School of Education

CLASSIFICATION:Staff-12 months

EFFECTIVE DATE:TBD

STANDARD

WORK HOURS:

20 hours per week

LOCATION
:
On-Site-Main Campus

EMPLOYMENT STATUS:Part-Time

EMPLOYMENT CLASSIFICATION:Non-Exempt

JOB SUMMARY:

Under direct supervision of the Chair, the Administrative Assistant provides office support and administrative services for the School of Education, including tasks that may involve confidential information. This role ensures the efficient operation of the office and facilitates communication and coordination within the department and with external stakeholders. The Administrative Assistant manages daily office activities, correspondence, scheduling, and project coordination.

ESSENTIAL JOB FUNCTIONS:

• 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 via phone, email, and mail. Schedule and coordinate meetings, appointments, and travel. 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.

KNOWLEDGE, SKILLS, AND ABILITIES

REQUIRED:

• 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.

SUPERVISORY RESPONSIBILITY:

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

OTHER DUTIES:

• Other related duties as assigned.

QUALIFICATIONS:

• 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.

Preferred Qualifications

• 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)

Licensing and

Certifications:

NA

WORKING…