Administrative Assistant - Center for Writing

About the role

The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives.

Responsibilities

• Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
• Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
• Maintains department schedules by keeping calendars for department personnel; arranging meetings, classes, conferences, teleconferences, and travel when needed.
• Maintains and organizes the digital, subscription-based schedule for in-person and Zoom writing consultations and online submissions.
• Prioritizes and routes online writing submissions to professional and peer writing consultants.
• Trains professional staff and peer writing consultants in office-related processes and procedures.
• Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, taking minutes.
• Manages public relations by greeting customers, constituents and colleagues, in person, via email, and on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
• Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
• Performs other related duties as assigned.

Requirements

High School Diploma, GED or equivalent. 1 year of basic office experience.

Qualifications

Bachelor’s Degree. 2 years of basic office experience in administrative support work in higher education and database management. Preferred licensure/certification: Microsoft Excel and Access Certification.

Skills

• Knowledge of customer service techniques.
• Knowledge of basic research techniques.
• Knowledge of basic accounting practices.
• Knowledge of basic database management.
• Skill in the use of Microsoft Office, including Word, Excel, and Access.
• Skill in problem solving and communicating resolutions.
• Ability to communicate clearly both orally and in writing.
• Ability to draft grammatically correct correspondence.
• Ability to evaluate and make recommendations to improve operations.

Physical requirements: Visual acuity to read information from computer screens, forms and other printed materials; able to speak clearly; hearing ability for verbal communication; manual dexterity for typing, writing, standing, reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting; lifting and moving objects up to 10 lbs.

Work environment: Indoors, sedentary,