Administrative Assistant

Administrative Assistant

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.

Duties and Responsibilities

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.

Administrative Support

• 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.

Accounts Payable and Student Accounts Support

• 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.

Qualifications

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Supervisory Duties

This position does not involve supervisory responsibility.

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and…