Senior Administrative Assistant

Responsibilities

Manage office operations and provide advanced administrative support, including correspondence, calendars, travel, events, records, supplies, and confidential information. Handle business and banking transactions, respond to inquiries, and complete special projects while supporting departmental efficiency and compliance.

Requirements

Requires 60 or more college credits, an associate degree, related specialized training or certification, or at least five years of commendable related work experience. Candidates should have expert knowledge of office procedures, strong customer service and organizational skills, proficiency with Microsoft Office or departmental systems, sound judgment, and the ability to work independently and collaboratively.

Skills

• Office Workflow Management
• Administrative Support
• Correspondence and Report Preparation
• Calendar Management
• Travel Coordination
• Event Planning
• Records Management
• Inventory Control
• Cash Receipts and Banking Transactions
• Account Reconciliation
• Customer Service
• Time Management
• Organization
• Interpersonal Communication
• Microsoft Office
• Confidentiality

About this role

Job Title: Senior Administrative Assistant — Grade 4 FLSA Status: Non-Exempt
Salary: Hourly Rate — 37.5 hours/week
Reports To: Department Administrator or Designee
 
JOB SUMMARY:
The Senior Administrative Assistant reports directly to the Dean, College of Science & Technology. Within established department procedural guidelines, the incumbent performs advanced, complex and high volume administrative support functions to complete assigned duties and comply with University policies and external governmental agency regulations.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Manage office workflow to meet departmental performance objectives and ensure operational efficiency. Prepare and distribute correspondence, reports, proposals and presentations.
Respond to walk-in, e-mail and telephone inquiries. Manage department and/or administrator calendars.
Make travel arrangements, manage itineraries and prepare expense reports. Plan and coordinate special events.
Oversee and maintain an organized office; and protect sensitive/confidential information. Access, retrieve and store records according to established file systems.
Order and distribute supplies and equipment and control inventory.
Perform general business and banking transactions, i.e., manage cash receipts, prepare bank deposits, purchase orders, account reconciliation, and accounts and receivable. Complete special or cyclical projects and additional tasks that reflect the nature of the actual work assignment.
All other relevant duties as assigned.

EDUCATION:

60+ COLLEGE CREDITS, ASSOCIATE’S DEGREE, SPECIALIZED TRAINING OR CERTIFICATION IN RELATED AREA; OR FIVE OR MORE YEARS OF RELATED AND COMMENDABLE WORK EXPERIENCE.

QUALIFICATIONS:

Demonstrated expert knowledge of office procedures and business machine operation.
Outstanding customer service, multi-tasking, time management, organization, and interpersonal communication skills.
Ability to build and maintain effective working relationships and interact professionally with all levels of staff, students, parents, vendors, clients, and visitors. Exceptional analytical, communication, and technical skills.
Proficiency in MS Office Suite of Applications or automated departmental systems. Work well independently and in a team environment.
Demonstrated ability to use good judgment, follow through on assigned tasks, and maintain confidentiality. Commitment to professional development.

WORK ENVIRONMENT:

Work is primarily performed in a university campus environment and requires a flexible schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.

PHYSICAL DEMANDS:

Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, bend and reach.