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Working under the supervision of the Controller, the fulltime Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Controller and staff.
Essential Job Duties
- Oversee all aspects of general office coordination.
- Maintain office calendar to coordinate work flow and meetings.
- Maintain confidentiality in all aspects of staff and student information.
- Monitor and assist with maintenance of the organization’s website.
- Interact with faculty, staff, students, vendors and visitors.
- Answer telephones and transfer to appropriate staff member.
- Open, sort and distribute incoming correspondence, including faxes and email.
- Sign for and distribute UPS/FedEx or similarly delivered packages.
- Prepare responses to correspondence containing routine inquiries.
- Perform general clerical duties to include, but not limited to, scanning, copying, faxing, mailing and filing.
- File and retrieve organizational documents, records and reports.
- Coordinate and maintain time records for staff, office space, telephones, parking, company debit card and office keys.
- Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office.
- Set up and coordinate meetings and conferences.
- Reconcile Outstanding Checks per Daily Bank Reports.
- Ordering supplies and keeping adequate office supply inventory.
- Other duties as assigned.
- Ability to work well with others
- Accuracy in data entry
- Ability to think things through and resolve independently.
- Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or being off-campus
- Standard office hours are 8:30 a.m. to 5:00 p.m.
- Incumbent will be exposed to frequent noise caused by telephones and office machines
- Must be able to lift and carry equipment and supplies weighing up to 40 pounds
- Must be able to bend, stoop, and reach
- Manual dexterity to efficiently operate a computer keyboard and other business machines
- Near vision sufficient to read written communications and computer display screens
- Adequate hearing to communicate effectively in person and by phone
Prerequisites Required for Position
- Minimum Education Requirement: High School Diploma
- Minimum Work Experience: 1-2 years in office environment
- 1-2 years in a general office environment
This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.
I acknowledge receipt and understanding of this job description. I verify that I am capable of and willing to fulfill all essential functions of this position. I am willing to be flexible and willing to do various jobs that are not listed, as the need arises.
Please send your resume and cover letter to firstname.lastname@example.org.