Administrative Assistant

Summary

Washington & Jefferson College seeks a highly organized, service-oriented Administrative Assistant to support the daily operations of the Business & Finance division. This position serves as a key operational and administrative resource for the Business Office, providing executive support to the Vice President for Business & Finance while assisting with Accounts Payable, Student Accounts, customer service, records management, and departmental workflow coordination.

The Administrative Assistant serves as a primary point of contact for students, families, faculty, staff, vendors, and external partners and plays a critical role in ensuring efficient day-to-day business office operations.

• Serve as the primary front-office coordinator for the Business & Finance division.
• Provide exceptional customer service to students, families, faculty, staff, vendors, and visitors.
• Coordinate administrative workflows and support efficient office operations across the division.
• Prepare correspondence, reports, presentations, and other administrative documents.
• Maintain departmental records, filing systems, and document retention procedures.
• Coordinate office supplies, equipment, and purchasing needs.
• Assist with departmental communications and operational initiatives.
• Support the implementation of process improvements and office efficiency efforts.
• Maintain confidentiality when handling sensitive financial, personnel, and student information.

• Manage calendars, appointments, and scheduling for the Vice President for Business & Finance.
• Coordinate meetings, conference calls, events, and related logistics.
• Assist with travel arrangements, registrations, expense reimbursements, and executive correspondence.
• Serve as a liaison between the Business Office and internal and external constituents.

• Provide administrative support to the Accounts Payable and Student Accounts functions within the Business Office.
• Prepare and enter Accounts Payable vouchers, ensuring appropriate supporting documentation and approvals are obtained prior to processing.
• Assist with routing invoices, payment requests, and reimbursement documentation through established approval workflows.
• Support vendor onboarding activities and maintain vendor records and related documentation.
• Maintain organized records related to vendor payments, student accounts, and departmental transactions.
• Respond to routine inquiries from students, families, employees, and vendors, directing more complex matters to appropriate staff.
• Assist with the preparation and distribution of routine billing, payment, and account-related communications.
• Monitor shared departmental email accounts and route inquiries appropriately.
• Support registration, billing, and other high-volume operational periods requiring enhanced customer service.
• Assist with gathering documentation and maintaining records for audits, compliance reviews, and annual reporting processes.
• Support special projects, data entry, mailings, and general administrative activities within the Business Office.

• High school diploma required; associate degree preferred.
• Three or more years of progressively responsible administrative support experience.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, communication, and customer service skills.
• Ability to maintain confidentiality and exercise professional judgment.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Experience in higher education, finance, accounting, business operations, or customer service environments.
• Familiarity with ERP systems, financial software, and student information systems.
• Experience supporting senior administrators or complex office operations.

This position does not involve supervisory responsibility.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan,…