Primary Purpose

The Administrative Assistant supports the Academic Services Director and overall Advising and Testing office operations by serving as receptionist; coordinating communication with students, parents, faculty, vendors, and campus offices; and supervising a team of 4–5 student workers. They also manage student traffic and direct students to the appropriate Advising Specialists and High School Liaisons.

Major Responsibilities & Duties

Customer Service and Appointment Scheduling

·         Respond to inquiries in-person, via telephone, and via email and schedule advising appointments for students

·         Manage the calendars of Advising Center Staff using Microsoft Outlook and EAB Navigate

Budget and Purchasing

·         Manage budget for the Academic Advising Center and Testing Center

·         Initiate purchase orders, order office supplies, and maintain a current inventory listing of all technological equipment

·         Review and reconcile invoices and statements with purchase orders for payment approval

Supervision of Student Workers and Office Management

·         Schedule student work study coverage for the Academic Advising Center

·         Oversee hiring and training of student workers in the Academic Advising Center

·         Approval of time sheets for Academic Advising Center and Testing Center work study students

·         Sort mail for proper distribution within the office and manage interdepartmental mail

·         Maintain an efficient filing system which meets the needs of the Academic Advising Center

Reporting and Assignments

·         Track testing data for monthly reporting to Academic Services Director

·         Manage and develop content for the Advising Center social media pages

·         Assignment of students to appropriate advisors

Required Education, Skills, Knowledge, and Abilities

·         High school diploma or equivalent

·         Two years of increasingly responsible administrative and/or secretarial experience or other combination of education and experience

·         Excellent oral and written communication skills

·         Experience in a variety of computer applications such as Microsoft Office (Outlook, Excel, Word, and PowerPoint), Adobe Acrobat, Zoom, and Google Workspace with a demonstrated ability to learn and implement new applications

·         Ability to assist a wide variety of individuals using excellent interpersonal, listening, and communication skills in order to advise students

Preferred Education, Skills, Knowledge, and Abilities

·         Completion of an Associate’s or Bachelor’s degree

·         Experience with Canva, Banner9, Navigate EAB, and RegisterBlast applications

·         Related experience in an institution of higher education

·         Experience with social media management

·         Experience working with a variety of traditional and non-traditional student populations

Physical Demands & Working Environment

·         Requires sitting at a desk and viewing a display screen for extended periods of time with frequent interruptions

·         Requires manual dexterity for typical office work

·         Must be able to partner with colleagues without exhibiting behavioral extremes

·         Ability to access, input, and retrieve information from a computer or other electronic device

·         Moderate lifting and carrying up to 20 pounds

·         Ability to operate a University vehicle

·         Some evening or weekend work may be required

EEO/AA Employer/Vets/Disability