Administrative Assistant

CHCP•Houston, TX

2d•Onsite

About The Position

The Administrative Assistant role at our Houston Northwest campus is a pivotal position within the organization, designed to ensure seamless administrative operations and exceptional support to both staff and visitors. This role is integral to maintaining the efficiency and professionalism of our campus environment, serving as the first point of contact for visitors and a key resource for internal teams. Key highlights of the role include: Providing direct supervision and guidance to front desk receptionists, ensuring optimal performance and adherence to organizational standards. Supporting multiple leaders and departments, demonstrating flexibility and the ability to manage diverse priorities effectively. Acting as the face of the campus by greeting visitors with a welcoming and professional demeanor, enhancing the overall experience for all stakeholders. Coordinating essential administrative functions such as data entry, event support, and procurement processes to optimize operational efficiency. Contributing to the success of admission-related activities, including facilitating assessments and managing inquiries with precision and timeliness. This position offers a dynamic work environment where collaboration, attention to detail, and organizational skills are highly valued. The Administrative Assistant will play a critical role in supporting the campus's mission by ensuring smooth day-to-day operations and fostering a professional atmosphere.

Requirements

Demonstrated strong customer service skills, with a focus on professionalism and effective communication.
High school diploma or general education degree (GED) required.
Minimum of two years of experience in an administrative role, showcasing organizational and multitasking abilities.

Responsibilities

Supervise and manage two front desk receptionists, ensuring adherence to organizational protocols and performance standards.
Provide comprehensive administrative support to 3-4 leaders or departments, balancing multiple priorities effectively.
Answer incoming calls politely, routing them promptly and accurately to the appropriate staff member or voicemail, and take accurate messages when necessary.
Greet visitors in a friendly, professional manner and direct them to their proper destination.
Process and distribute lead inquiries to Admissions personnel in a timely and accurate manner.
Assist with special admission events such as open houses, orientations, and high school field trips.
Perform data entry tasks and assist with special projects, including direct mail and bulk mail initiatives.
Facilitate and proctor Admission assessments, ensuring compliance with established procedures.
Manage local campus purchase orders and maintain office supply inventory.
Order and maintain student scrub inventory, ensuring availability for all students.
Collect vendor invoices and packing slips for submission to corporate accounting.
Ensure copiers are stocked with paper, staples, and toner, and order replacements as needed.
Maintain and update the phone extension list regularly.
Coordinate maintenance requests with building management to ensure a safe and functional environment.
Oversee the shipping and receiving of all packages for the campus.
Perform other duties as assigned to support the campus's operational needs.