Administrative Assistant, Undergraduate Center for Career Development
Full-time
Junior Executive
8 months ago
The Administrative Assistant is responsible for the daily administrative and operational support of the Hoffman Family Undergraduate Center for Career.....
The Administrative Assistant is responsible for the daily administrative and operational support of the Hoffman Family Undergraduate Center for Career Development (UGCCD). Specifically responsible for serving as the initial interface between UGCCD and the internal and external community; routinely interacting with multiple constituencies including students, employers, faculty, staff, and visitors; being the first point of contact for individuals in-person and via telephone and email; supporting regular administrative tasks and filing; facilitating routine office functions in addition to special projects as needed; and learning and maintaining systems related to UGCCD (e.g., Handshake, Microsoft 365, Workday).
WHAT YOU WILL DO
- Greets and receives visitors, answers and screens phone calls, refers individuals to appropriate staff and offices, and ensures accurate and timely assistance in all matters.
- Provides overall administrative support to the department including but not limited to: entering, formatting, and printing information; organizing work; relaying messages; maintaining files; monitoring equipment; billing; coordinating faxes; and assessing and ordering supplies.
- Manages the department email account, responding to all emails in an appropriate and timely manner.
- Writes and types correspondence, reports, and other materials for own or supervisor’s signature. Proofreads and edits copy generated by supervisor and others.
- Oversees maintenance of electronic and paper filing systems and databases including retrieval of information, supervision of data entry, interfacing with IT for problem resolution, and revising existing or creating new processes for maximum efficiency. May also assist with updates to content.
- Manages supervisor’s calendar as needed, ensuring content is accurate and up to date.
- Assists with travel arrangements for department staff, including preparing hotel reservations, scheduling flights, and transportation.
- May supervise the daily workload of other support staff.
- Responsible for monitoring and assisting with the budget preparation and record keeping.
- Responsible for planning and arranging logistics for meetings and special events.
- Assists with the management of all student employees including onboarding, scheduling, and overseeing work. May include interviewing, selecting, training, and evaluating student assistants.
- Assists with, and actively participates in, all staff and other team meetings and activities, including, but not limited to weekly meetings, professional development, staff recognition, and staff welcomes.
- Assumes additional responsibilities and special projects as required and as necessary.
YOUR TEAM WILL INCLUDE
Student Assistants (1-5)
WHAT EDUCATION AND SKILLS YOU WILL NEED
- High School Diploma
- At least 2-4 years of similar experience.
- Ability to present a positive and professional demeanor at all times
- Must have excellent typing, editing, and proofreading skills
- Comfort using technology, including learning new and emerging technology. Working knowledge of printing/photocopying and Microsoft Office Suite.
- Ability to work and communicate with ethnically, culturally, and socially diverse students, staff, and faculty.
- Must have basic supervisory skills.
- Must have strong attention to detail, interpersonal, organization, multitasking, communication and customer service, critical thinking, and problem-solving skills. Must be able to maintain a high degree of confidentiality at all times
- Ability to successfully perform multiple tasks and balance multiple priorities is essential; adaptable and flexible
- Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
- Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
HOW AND WHERE YOU WILL WORK
- This position is a 35 hour per week position, working on campus. Requires work onsite 5 days a week with the potential for flexibility during breaks in the academic year; the on-campus requirement is subject to modification based on organizational need.
- May be required to work off hours or during certain times of the year.
- Must have had a valid unrestricted U.S. Driver’s License for one year and maintain throughout employment an insurable (as determined by the College’s insurer’s criteria) or a satisfactory driving record; must successfully complete and pass the College’s vehicle training program within the first 60 days of employment; annual or more frequent review of employee’s driving record based on the College insurer’s criteria; and safety training as required by management.
ADDITIONAL SKILLS YOU MAY HAVE
N/A
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