Administrative Assistant

Job Responsibilities

Reporting to the Administrative Coordinator, the Administrative Assistant provides administrative and operational support across the College of Business & Technology (CBT). Incumbent supports efficient office operations, including scheduling, student engagement activities, event logistics, tutoring operations, and routine personnel and communication functions, and serves as primary customer service contact for students, faculty, staff and visitors.

• Provides front-line customer service to students, faculty, staff and visitors.
• Assists with departmental communications and correspondence.
• Maintains departmental calendars and schedules meetings.
• Prepares meeting materials and creates agendas and minutes.
• Maintains organized digital and physical filing systems.
• Serves as building coordinator; conducts visual facilities checks and coordinate follow-up requests as needed.

• Assists with hiring paperwork for faculty, staff, adjuncts, tutors and student employees.
• Coordinates interview scheduling and candidate communications.
• Supports onboarding for faculty, staff, adjuncts, tutors and student employees.
• Maintains personnel records and assists with compliance tracking.

• Assists with student visits and tours.
• Assists with planning and execution of departmental and college events, including managing registrations, communications and event logistics, coordinating faculty and student participation in recruitment events, and supporting guest speakers, workshops, and departmental and alumni events.

• Assists with travel arrangements and conference logistics for CBT colleagues.
• Prepares travel authorizations and reimbursement documentation.
• Tracks deadlines, registrations and expense documentation.
• Responsible for purchasing and procurement processes related to departmental operations and events.

• Maintains tutoring schedules and operational logistics.
• Tracks student worker hours and assists with payroll coordination.
• Supports tutoring labs and student success initiatives.

• Updates department websites and maintain current information.
• Assists with newsletters, announcements, email communications and social media.
• Assists with promotional materials.
• Supports in-house marketing displays and outreach activities.

• Maintains spreadsheets, databases and document repositories.
• Compiles routine departmental reports and enrollment snapshots.
• Assists with assessment and accreditation data collection.

• Bachelor’s degree; associate’s degree and two years of administrative support experience; or high school diploma and four years of administrative support experience.
• Proficiency with Microsoft 365.
• Knowledge of office management policies, procedures and best practices.
• Exceptional organizational skills and the ability to manage multiple tasks while maintaining attention to detail and meeting deadlines.
• Exceptional customer service skills.
• Effective oral and written communication skills.
• Ability to contribute to a positive, cooperative and professional environment.
• Effective interpersonal skills and the ability to establish and maintain professional working relationships with faculty, staff, students and the general public.
• Sufficient technical ability to master software and systems required to perform job duties at a high level.
• Ability to accurately organize and maintain records despite frequent interruptions.
• Ability to exercise sound judgment and discretion in working with confidential information.

• Experience providing support in a higher education or academic environment.
• Experience coordinating events and student services activities.

Annual Salary/Hiring Range: $30,600;
Aug. 16 to May 15 each year.

Telecommuting:
Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.