FT Staff: Administrative Assistant - Child Development Center

Shaw University•Raleigh, NC

About The Position

Reporting to the Director, Child Development Center, the Administrative Assistant provides a full-range of clerical support to Director and Staff. Under guidelines and procedures established by the University, performs full intermediate-level administrative support including: front-desk customer service and phone coverage; drafting of correspondence and reports, keying, logging, status of departmental purchase requisitions; calendar management and meeting coordination; maintenance of office supplies and back-up to other administrative support personnel in the Child Development Center, as assigned. Position also creates and maintains hard copy and digital files and records; processes mail; and frequently performs hand-delivery of documents on-campus. Ensures internal/external client satisfaction work with a diverse population of faculty, students, staff and visitors.

Requirements

High School Diploma/GED required; Associates Degree in Office Systems Technology or Secretarial Science preferred OR combination of education and relevant experience.
Minimum of 3 years' experience working as an Administrative Assistant required
Specialized administrative skills training with proficiency in Word, Excel, Power Point, Publisher, Adobe and Outlook, proper document preparation and formatting, and general business protocol.
Must be proficient in the following software functions: mail merge, tables, charts and graphs, spreadsheets, track changes and email.
Must be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
Ability to handle multiple tasks and assignments and meet competing deadlines.
Ability to work independently without close supervision and as a member of a team.
Establish priorities, and work in an organized manner with emphasis on detail and accuracy.
Ability to handle multiple tasks and assignments and meet competing deadlines.
Ability to work independently without close supervision and as a member of a team.
Must have a philosophy that is consistent with the Mission, Vision, and Core Values of the organization.
Vision, commitment, and experiences in achieving goals and pursuing excellence is critical.
Strong oral and written presentation skills.
Ability to work well independently and as a member of the team.
Excellence in organization, decision-making, problem-solving and creating a collaborative environment.
Ability to manage multiple projects simultaneously.
Must be able to read, write, and speak fluently in English.
Ability to sit or stand for up to 8 hours/day and climb stairs as required.
Some lifting (up to 25 pounds occasionally), bending, and carrying.
Specific vision abilities include the ability to use close vision.
The employee is regularly required to talk and hear, and to use hands and fingers to handle or feel.

Nice To Haves

Experience in childcare center or higher education setting preferred.

Responsibilities

Serve as a front desk receptionist for the Child Development Center by greeting visitors, students, faculty and staff. Directing visitors, students, faculty and staff to the appropriate offices according to their needs.
Answer telephones, relay messages, transfer calls to appropriate individuals and give correct information to callers
Assist in drafting and preparing meeting agendas, briefing notes and corresponding materials.
Completes processing forms in accordance with university procedures.
Proof and distribute meeting minutes, notes and reports as assigned.
Manage and maintain files both electronic and hard copy per the needs of the Child Development Center, including locating and attaching appropriate files to incoming and outgoing correspondences.
Order and maintain supply and equipment inventory for the Child Development Center.
Open, read, route, and distribute incoming mail to the appropriate personnel.
Learn and operate office technologies (including, but not limited to Copier, Phone System, Computer, Jenzabar)
Attend periodic staff training
Other duties as assigned.