Administrative Assistant, #26-067

Naval Academy Business•Naval Academy, MD

3d•Onsite

About The Position

Be part of something bigger than a job - Join a mission that shapes leaders. As an Administrative Assistant with Naval Academy Hospitality, you'll thrive in a dynamic, mission-focused environment where your organizational expertise keeps operations running smoothly and helps create outstanding experiences for midshipmen, faculty, staff and guests. Enjoy a collaborative team, competitive benefits and the pride of working in one of America's greatest institutions.

Requirements

One (1) year of specialized experience providing administrative and clerical support in a professional office or retail business environment that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Assistant, and that is typically in or related to the position to be filled.
Specialized experience may include, but is not limited to: customer service; data entry; use of Microsoft Office applications; preparing and processing administrative documents such as timekeeping, payroll, invoices, purchase order, and business records, etc.
Experience working in an Administrative Assistant role.
Experience and proficiency with Google Suite and Microsoft Office Suite.
Skill in verbal and written communication with a focus on clear and concise messaging.
Experience with data entry and maintaining records, with skill in maintaining organization.
Experience in customer service.
Must be able to obtain and maintain a security clearance – requires 18 years of age
Males born after December 31, 1959 must be registered for Selective Service
Verification of employment eligibility in the United States is required - We are an E-Verify participant
U.S. Citizenship is required for Tier 3 Positions
Must be able to understand and communicate in English
Participation in Direct Deposit
Reference Checks
Must maintain the privacy of official work information and data, and demonstrate the highest level of ethical conduct.

Nice To Haves

Experience working in the restaurant, catering, and/or hospitality field is preferred.
Skill in thinking strategically to solve problems is preferred.

Responsibilities

Provides comprehensive administrative support to management and staff across the assigned department.
Creates forms, flyers and brochures; drafts and distributes communications to staff, NABSD and USNA contacts in regards to hours of operation, sales, facility notices, policy changes; upkeeps Standard Operating Procedures (SOPs); prepares payroll and other necessary reports to assist with budget preparation and tracking; handles incoming and outgoing mail.
Performs additional administrative tasks as needed, varying based on the assigned department.
Maintains both department-wide and manager-specific calendars; coordinates with various NABSD departments and other USNA contacts for projects and Midshipmen support events such as Plebe and Uniform Issue, Parents Weekends, Commissioning Week, etc; coordinates scheduling of safety inspections and reports incidents and mishaps to USNA Safety Office and NAF HR.
Provides customer service to patrons, Midshipmen, USNA faculty and staff, and vendors in person, over the phone, and via email.
Assists patrons with varied assistance such as answering questions about merchandise, consumables, or event details; and placing orders for shipment.
Creates marketing materials and communications; verifies accuracy of information; distributes to NABSD- and USNA-wide audiences; serves as an expert source of information to answer questions and provide updates.
Organizes office supplies, notifies purchasing POC of low inventory; may place orders as a purchase card holder.
Assists with organizing and tracking procurement paperwork.
Participates in cycle count and inventory procedures one day per month.
Assist with processing damaged & defective merchandise in the POS system.
Collects and organizes productivity and performance data.
Maintains and updates Point of Sale (POS) and inventory information; prepares and distributes accurate daily sales reports.
Tracks discrepancies and resolutions submitted by staff members.
Compiles and consolidates data for management reports, ensuring clarity and consistency in reporting.
Supports inventory accuracy through regular product reconciliation tasks.
Prepares quarterly reports on commission events, including documentation and verification of proof of payment and internal records and compliance.
Assists with the preparation and execution of USNA events such as I-Day/I-Day Minus One, Parents and Football Weekends, Prizes & Awards, on-location events, etc.
Maintains physical and digital records, maintains the department bulletin board, handles confidential and sensitive information, submits personnel and medical documentation to Human Resources, ensures proper procedures are followed to protect HIPPA and PII.
Maintains safety files, reports safety and maintenance issues.
Makes timecard entries in the payroll system, prepares payroll forms for approval, collects approved payroll documents for submission to Human Resources, and runs attendance reports as requested.
May be called upon to assist with retail, cashier, and other duties, and for Midshipmen (mission) support events when needed.
Attends off-site meetings and trade shows as needed.