Administrative Assistant

The part-time Administrative Assistant provides comprehensive administrative support to the Administrative Services Division, ensuring efficient daily operations, accurate records, and responsive customer service. The role supports multiple departments, manages routine processes, coordinates logistics, and serves as a central point of contact for employees, applicants, vendors, and campus partners. Because this position handles confidential personnel, financial, and institutional information, the incumbent must consistently demonstrate a professional presence and exercise discretion, accuracy, and sound judgment.

Reporting To:
Vice President of Administrative Services/CFO

Serve as the front-facing administrative contact for the Division. Provide professional customer service to employees, applicants, vendors, and the public. Monitor departmental email accounts and route inquiries appropriately. Prepare correspondence, reports, spreadsheets, and forms. Organize, distribute, and track documents and requests. Maintain calendars; schedule meetings, events, and activities. Coordinate meeting logistics (rooms, materials, technology). Maintain electronic and physical filing systems by policy.

Support special projects and departmental initiatives. Facilitate timely information flow between all departments.

Assist with recruitment and onboarding, including pre-hire requirements and preparation of new-hire and termination documentation. Support HR events such as new-hire activities, training, Convocation, Open Enrollment, and Wellness programs.

Perform authorized data entry, scanning, indexing, and document imaging. Assist with purchasing, supply requests, travel documentation, expense tracking, and payment requests. Collect, organize, and prepare routine spreadsheets, reports, and logs.

The part-time Administrative Assistant performs established administrative processes but does not make independent HR, payroll, accounting, budget, or employment decisions. Issues involving employee relations, investigations, compensation, benefits, legal interpretation, hiring decisions, or financial approvals are referred to appropriate administrators.

Strong organizational and administrative skills. Excellent accuracy and attention to detail. Ability to manage multiple priorities and deadlines. Strong written and verbal communication skills. Professional customer service and interpersonal skills. Ability to maintain confidentiality and exercise sound judgment. Proficiency with Microsoft Office (Outlook, Word, Excel, Teams). Ability to learn systems such as Colleague and NEOGOV. Ability to maintain accurate records and work independently or in teams.

Adaptability to shifting priorities and deadlines.

Associate degree in business administration, office administration, accounting, HR, or related field; and Two years of progressively responsible administrative experience; or Equivalent education and experience.

Bachelor’s degree in business, HR, accounting, finance, or related field. Experience in HR, Finance, Accounting, or Business Office operations. Experience in higher education or regulated environments. Experience with enterprise systems (e.g., Ellucian Colleague). Experience with applicant tracking or HRIS systems (e.g., NEOGOV). Experience handling confidential personnel or financial records.

• Confidentiality & Professionalism
• Accuracy & Attention to Detail
• Communication
• Organization & Planning
• Technology Proficiency
• Collaboration & Teamwork ?
• Adaptability & Initiative
• Records Management
• Process Coordination
• Accountability