Administrative Assistant School of Aquaculture

Kentucky State University • Frankfort, KY

90d

About The Position

Under direct supervision of the Associate Dean, the Administrative Assistant provides office support and administrative services for the School of Aquaculture and Aquatic Sciences, including tasks that may involve confidential information. This role ensures the efficient operation of the office and facilitates communication and coordination within the department and with external stakeholders. The Administrative Assistant manages daily office activities, correspondence, scheduling, and project coordination.

Requirements

• High school diploma or equivalent required.
• Minimum of 2 years of experience in an administrative or office support role.
• Proficiency in office software and equipment, strong organizational and communication skills.

Nice To Haves

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.
• Prior experience in a similar role within higher education.
• Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello).

Responsibilities

• Coordinate and manage office activities to ensure efficiency and compliance with university policies.
• Maintain supplies and equipment, monitor inventory, and ensure equipment functionality.
• Prepare documents, manage calendars, handle correspondence, and maintain records.
• Create and process requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests, and students.
• Assist with data entry, reporting, and presentation preparation.
• Serve as a primary point of contact for internal and external stakeholders.
• Respond to inquiries via phone, email, and mail.
• Schedule and coordinate meetings, appointments, and travel.
• Prepare and distribute memos, newsletters, and other communications.
• Support projects by tracking progress, coordinating resources, and managing timelines.
• Assist with planning and execution of events, workshops, and departmental activities.
• Monitor and support budgetary functions.
• Process invoices, expense reports, and financial documentation accurately and in a timely manner.
• Greet and assist visitors, ensuring a welcoming and professional environment.
• Address inquiries and resolve issues with professionalism, escalating when necessary.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED