Administrative Assistant

Hampton University•Hampton, VA

25d•Onsite

About The Position

Hampton University Liberal Studies department is seeking a secretary to provide administrative and clerical support for the program. The departmental secretary will report to the Director of Liberal Studies and be responsible for responding to all student, faculty and administrative inquiries on the academic and administrative activities in the department including degree requirements, course scheduling, classroom assignments, instructor assignments and student enrollment in each of the undergraduate and graduate programs. The departmental secretary will be responsible for budgetary procurement of office supplies, classroom materials, and school related travel arrangements.

Requirements

Perform multiple tasks and work effectively under pressure
Demonstrate excellent organizational skills
Excel in team oriented environment
Ability to provide services and accurate information in a courteous and timely manner
Some experience in school/college setting
Advanced knowledge of Microsoft suite, QR code, creating multiple file systems, clipart, etc.
Has strong desire for implementing office system can manage fast spaced environments
College degree in psychology, college credits, and/or High school diploma or GED and previous professional experience
Proficient in Microsoft Office, scanners, and facsimile machines
Excellent communication and organization skills
Ability to work well either alone or as part of a team
High energy and commitment to accomplishment

Responsibilities

Perform general clerical duties to include, but not limited to: filing, faxing, copying, mailing, organizing departmental events
File & retrieved documents, records, and reports for faculty/staff both paper and digitized in nature
Communicate orally and written form to inquiries and provide information to multiple stakeholders within and without the department
Maintain office calendars to coordinate workflow and meetings of both the Department Chair and faculty
Open, sort, and distribute incoming correspondence, including faxes and emails
Coordinate and direct office services, such as budgeting, personnel, and housekeeping
Set up and coordinate meetings and conferences with Department Chair
Prepare agendas and make arrangements for committees
Compile, transcribe, and distribute minutes of faculty meetings
Answer incoming phone calls and direct to appropriate faculty/staff member
Ensure items place in Department Chair’s in-box are signed and returned appropriately
Responsible for the tracking of multiple documents
Notify faculty/staff orders are due and place orders as budget will allow
Maintain all office equipment (i.e. typewriter, copier, fax, printer, shredder, etc.)
Handle the intake of departmental documents such as syllabi, midterms, and final grades
Coordinate and assist the Chair with all special programs within the department
Handle all day to day communications
Other duties assigned by Department Chair