Administrative Assistant Social Work

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TITLE: Administrative Assistant

DEPARTMENT: School of Social Work

REPORTS TO: Chair, School of Social Work

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

The Administrative Assistant provides crucial support to the School of Social Work by performing a variety of administrative and clerical tasks. This role is essential for ensuring the efficient operation of the office and facilitating communication and coordination within the department and with external stakeholders. The Administrative Assistant will manage daily office activities, handle correspondence, schedule appointments, and assist with project management.

This position demands excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

• Coordinate and manage office activities and operations to ensure efficiency and compliance with organizational policies.
• Maintain office supplies and equipment, ensuring that inventory levels are adequate and equipment is operational.

• Provide administrative support to department staff, including preparing documents, managing calendars, and handling correspondence.
• Organize and maintain files and records, ensuring they are up-to‑date and easily accessible.
• Assist with data entry, report preparation, and the creation of presentations and other documentation.

• Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed.
• Schedule and coordinate meetings, appointments, and travel arrangements for department staff.
• Assist in the preparation and dissemination of communications, such as memos, emails, and newsletters.

• Support department projects by managing timelines, coordinating resources, and tracking progress.
• Assist with the planning and execution of events, workshops, and other departmental activities.
• Assist in monitoring and managing department budgets and expenditures.
• Process invoices, expense reports, and other financial documents accurately and in a timely manner.

• Greet and assist visitors, providing a welcoming and professional impression of the department.
• Handle inquiries and complaints with professionalism, escalating issues to the appropriate person as 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, interns, or junior administrative personnel.

• Other related duties as…