Office Aide

About the role

The Office Aide will assist the Campus Secretary or Office Manager providing administrative and secretarial support for the Campus Director and department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Responsibilities

• Assists the secretary with scheduling and organizing activities such as meetings, travel, conferences and campus activities
• Maintains and updates filing system. Retrieves information from files when needed. Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail.
• Drafts written responses or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information
• Answers phones for campus if needed. Takes messages or fields/answers all routine and non-routine questions.
• Works independently and within a team on special nonrecurring and ongoing projects.
• Assists with special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Assists with general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Other duties as assigned.

Qualifications

• High school degree or GED (preferred)
• One year of office experience (preferred)
• Familiar with office equipment, such as computers, phones, photocopiers, filing cabinets and fax machines.

Skills

• Ability to work with children, love for children and learning
• Ability to follow verbal and written instructions
• Ability to communicate effectively verbally and in writing