Administrative Assistant

The position is responsible for performing a wide range of administrative and office support activities for the dean, department, and/or faculty and to facilitate the efficient operation of the organization. In addition, the Administrative Coordinator manages the logistics of events and projects for the educational facility. The coordinator works closely with each project lead to plan, set up, and execute the project or event.

Essential Duties and Responsibilities

• Manage the dean’s calendar and independently schedule appointments.

• Screen incoming calls and correspondence and respond independently when possible.

• Communicate and greet visitors to the building/or office.

• Prepare memorandums outlining and explaining administrative procedures and policies.

• Arrange programs, events, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget.

• Direct preparation of records such as agendas, notices, minutes, and resolutions.

• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.

• Create and maintain database and spreadsheet files.

• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, and accompany supervisor when requested.

• Provide overall administrative faculty support.

• Assist in managing highly detailed-oriented research projects.

• Coordinate and manage workload and training for faculty and staff.

• Assist with the planning, set up, and execution of all events and projects.

• Communicate and coordinate with outside vendors, visiting speakers and performers, etc.

• Track event and project expenses.

• Supervise student/staff workers for events and projects.

• Other duties as assigned.

Required Knowledge, Skills, and Abilities

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) as well as possess advanced computer research skills.

• Good communication and interpersonal skills.

• Strong organizational and multi-tasking skills.

• Documentation management and ability to use project management tools.

• Good attention to details.

• Time management skills with the ability to meet deadlines.

Minimum Qualification

• Bachelor’s Degree required.

• Experience and/or training in project or event management.

$24 - $26/hr.