Administrative Assistant I (Temporary)

PURPOSE AND SCOPE

The Administrative Assistant I will be responsible for providing detailed and task-oriented support to an LSC Executive and to the department team as assigned. Will perform standard administrative work and ensure efficient day-to-day operation of the office. The Administrative Assistant will resolve problems that arise from students, faculty and staff, handle sensitive and confidential records, assist with budget issues, and act as a liaison on behalf of their assigned executive.

Essential Job Functions

• Performs a variety of administrative and operational support functions for assigned executive and department.
  • This may include but is not limited to; creating and monitoring a variety of reports; making travel arrangements and completing related paperwork; maintaining a variety of information/data for executive's review; ensuring all action items and resulting documents are processed/finalized appropriately; sorting and prioritizes mail; maintaining calendars; planning, scheduling and coordinating a variety of meetings (individual and group), etc.
  • Orders and maintains a variety of supplies (office supplies and furniture, computer equipment, promotional items, food and beverages for meetings/events, etc.).
  • Processes purchase orders and P-card purchases for individuals, department, and possibly grant programs
  • Maintains multiple budgets and runs a variety of related reports
  • Maintains dashboard for division and notifies employees of meeting necessary deadlines
  • Operates a variety of office equipment and utilizes one or more standard business software packages at a superior level
  • Coincides with internal and external executive-level staff to accomplish moderately complex activities such as identifying and scheduling outside speakers, and developing agendas or recreational programs for meetings and events
  • Plans, assists with and attends a variety of meetings, committees, and events. Takes minutes and disseminates information to all relevant constituents as needed
• Some positions may assist student as needed, including but not limited to processing documents/correspondence, answering general questions, assisting with general issues, etc.
• Responsible for other reasonable, related duties as assigned

Knowledge, Skills And Abilities

• Proficient in the use of computers and related software for word processing, spread sheets, and database management; Specific software experience in Windows and Microsoft Office
• College level oral and written communication skills are essential
• Demonstrated soft skills necessary for office management
• Ability to handle confidential information
• Ability to work effectively and efficiently with minimal supervision
• Attention to detail and the ability to successfully manage multiple tasks with overlapping time-frames and deadlines
• Ability to use and learn new software products
• Ability to document and track expenses

Physical Abilities

• The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile.
• No special physical demands are required to perform the work.

Work Schedule And Conditions

• Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
• Interface with internal and external contacts as needed to carry out the functions of the position
• Work is performed in a climate-controlled office with minimal exposure to safety hazards

Required Qualifications

• High school diploma or GED and at least 5 years of experience, or an equivalent combination of education and experience
• Associate degree or higher preferred

Special Instructions

• Please keep in mind that this is not a temporary position, it is a regular position.
• To apply, go to the Job Search page, click on `My Activities¿ at the top of the page. Under My Cover Letters and Attachments you will click on `Add Attachment.¿ Please be sure to put the Job ID# in the title once you name your file for cover letters only, unless you attached your cover letter with your resume.
• If you are applying for an Instructional position (i.e. Faculty, Adjunct Faculty, Instructor), please ensure you include the following to be considered: Resume/CV, Cover Letter, Teaching Philosophy, and unofficial transcripts.
• You must limit your file name for any attachment to 40 characters or less.

Benefits

By joining our top-notch institution, you will enjoy being a part of an organization that offers a supportive, collegial work environment and excellent work/life balance. This includes a full comprehensive and competitive benefits package, a generous number of paid holidays and vacation days, wellness programs, tuition waiver, professional development opportunities and more.