Administrative Assistant , Academic Advising Center

Position: Administrative Assistant I, Academic Advising Center

Primary Purpose

The Administrative Assistant supports the Academic Services Director and overall Advising and Testing office operations by serving as a receptionist; coordinating communication with students, parents, faculty, vendors, and campus offices; and supervising a team of 4–5 student workers. They also manage student traffic and direct students to the appropriate Advising Specialists and High School Liaisons.

Major Responsibilities & Duties Customer Service and Appointment Scheduling

• Respond to inquiries in-person, via telephone, and via email and schedule advising appointments for students
• Manage the calendars of Advising Center Staff using Microsoft Outlook and EAB Navigate

Budget and Purchasing

• Manage budget for the Academic Advising Center and Testing Center
• Initiate purchase orders, order office supplies, and maintain a current inventory listing of all technological equipment
• Review and reconcile invoices and statements with purchase orders for payment approval

Supervision of Student Workers and Office Management

• Schedule student work study coverage for the Academic Advising Center
• Oversee hiring and training of student workers in the Academic Advising Center
• Approval of time sheets for Academic Advising Center and Testing Center work study students
• Sort mail for proper distribution within the office and manage interdepartmental mail
• Maintain an efficient filing system which meets the needs of the Academic Advising Center

Reporting and Assignments

• Track testing data for monthly reporting to Academic Services Director
• Manage and develop content for the Advising Center social media pages
• Assignment of students to appropriate advisors

Required Education, Skills, Knowledge, and Abilities

• High school diploma or equivalent
• Two years of increasingly responsible administrative and/or secretarial experience or other combination of education and experience
• Excellent oral and written communication skills
• Experience in a variety of computer applications such as Microsoft Office (Outlook, Excel, Word, and PowerPoint), Adobe Acrobat, Zoom, and Google Workspace with a demonstrated ability to learn and implement new applications
• Ability to assist a wide variety of individuals using excellent interpersonal, listening, and communication skills in order to advise students

Preferred Education, Skills, Knowledge, and Abilities

• Completion of an Associate’s or Bachelor’s degree
• Experience with Canva, Banner9, Navigate EAB, and Register Blast applications
• Related experience in an institution of higher education
• Experience with social media management
• Experience working with a variety of traditional and non-traditional student populations

Physical Demands & Working Environment

• Requires sitting at a desk and viewing a display screen for extended periods of time with frequent interruptions
• Requires manual dexterity for typical office work
• Must be able to partner with colleagues without exhibiting behavioral extremes
• Ability to access, input, and retrieve information from a computer or other electronic device
• Moderate lifting and carrying up to 20 pounds
• Ability to operate a University vehicle
• Some evening or weekend work may be required

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