Office Aide

About the Role

The Office Aide will assist the Campus Secretary or Office Manager by providing administrative and secretarial support for the Campus Director and department. Responsibilities include typing, filing, scheduling, financial record keeping, coordinating meetings and conferences, obtaining supplies, managing direct mailings, and working on special projects. The role involves handling non-routine correspondence and assembling highly confidential and sensitive information. You will interact with a diverse group of external callers, visitors, and internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload, as well as recommend 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 systems; 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 email when necessary.
• Responds to regularly occurring requests for information.
• Answers phones for the campus if needed; takes messages or fields/answers 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, and creating brochures.
• Assists with general correspondence, memos, charts, tables, graphs, and business plans.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Performs other duties as assigned.

Requirements

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

Skills

• Ability to work with children and a love for children and learning.
• Ability to follow verbal and written instructions.
• Effective verbal and written communication skills.

Physical Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.