Administrative Assistant

Austin Peay State University•Clarksville, TN

About The Position

This role provides primary administrative support for the Executive Director for the Career Success Center and the entire team, which includes the Executive Director, Associate Director, Assistant Director, Coordinator, Director, and Career Coaches. The position is responsible for managing calendars, updating outreach communications, and reconciling transactions. A key aspect of this role involves monitoring and reconciling departmental budget expenditures, assisting with the preparation and maintenance of accounting records. The Administrative Assistant will also coordinate and prepare materials for department meetings, including agendas, minutes, and presentations. Additionally, they will support the onboarding process for new team members by ordering supplies and equipment, submitting work orders, and preparing welcome packages. Travel arrangements, including the preparation and processing of travel authorizations and reimbursement claims, are also part of the responsibilities. The role also oversees daily front desk operations, manages student employees, handles the Career Success Center mailbox, and organizes the reception area, ensuring consistent front desk coverage. This includes greeting visitors, triaging inquiries, and responding to phone calls and emails professionally. The Administrative Assistant will process requisitions for office supplies and equipment, manage mail and email communications, and provide supervision, training, and guidance to front desk student employees, including managing payroll and attendance records. They will also assist the team with appointment scheduling, event/meeting space coordination, and food orders, and submit/track work orders. Support for Career Success Center events involves planning, day-of coordination, execution, and post-event follow-up. Maintaining and updating the office procedures manual and ensuring an organized workspace are also crucial. General administrative support to the Career Success team is expected as needed. In terms of career events and programming, the role involves maintaining an inventory of promotional materials, coordinating orders, tracking inventory, and purchasing supplies for events like Govs Industry Spotlights and career fairs. Ensuring event materials are accounted for and maintained is important. The Administrative Assistant will coordinate catering, food purchases, and supply purchases for signature events in collaboration with event leads and assist in scheduling events. Department and Division responsibilities include maintaining open communication with the Executive Director and department staff, handling interactions with students and the campus community clearly and professionally, supporting continuous improvement efforts, fostering relationships across the institution, and participating in professional organizations for development. Other duties as assigned.

Requirements

High school graduate or equivalent
At least 1 year of related prior experience as a full-time professional assistant or projects coordinator.
Knowledge of best practices with providing administrative support, leading special projects, and event coordination.
Efficiency with Microsoft Office Suite such as Outlook, Word, PowerPoint, and Excel.
Skills that exemplify collaboration, communication, action and advocacy.
Advanced oral and written communication skills.
Ability to manage time to meet multiple deadlines and tasks.
Advanced organizational skills.
Demonstrated strong organizational and time management skills.
Demonstrated ability to analyze and assess data.

Nice To Haves

Bachelors degree
At least 2 years of related experience as a full-time professional assistant or projects coordinator.
Excellent customer service skills.
Excellent writing skills.
Experience with leading special events and projects.

Responsibilities

Provide primary administrative support for the Executive Director for Career Success Center and team, including calendar management, outreach updates, and transaction reconciliation.
Monitor and reconcile departmental budget expenditures in a timely manner; assist in preparing and maintaining accounting records on budgets.
Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.
Support the onboarding process for new team members, such as ordering supplies and computers, submitting work orders, requesting phone line activations, and putting together welcome packages.
Make travel arrangements; prepare/process travel authorizations and reimbursement claims as needed.
Oversee daily front desk operations, including supervision of student employees, Career Success Center mailbox management, and organization of the reception area.
Ensure consistent and reliable front desk coverage during business hours, providing backup support when needed.
Manage the greeting and intake of office visitors; triage inquiries, respond to phone calls/emails, and ensure all requests are handled promptly, professionally, and with a welcoming demeanor.
Process requisitions and orders for office supplies and equipment; manage incoming and outgoing mail and email communications, including sorting, distributing, filing, and tracking as appropriate.
Provide clear supervision, training, and ongoing guidance to front desk student employees, communicating expectations, task assignments, and updates effectively, as well as maintaining payroll and attendance procedures/records.
Assist the team with appointment scheduling, coordination of event/meeting spaces, and food orders as needed.
Submit and track work orders through appropriate channels.
Support Career Success Center events by contributing to planning, day-of coordination and execution, and post-event follow-up tasks.
Maintain and regularly update the office procedures manual/handbook to ensure accuracy and consistency of operations.
Uphold an organized and welcoming physical workspace and filing/correspondence management system.
Provide general administrative support to the Career Success team as needed.
Maintain an up-to-date inventory of all promotional materials and coordinate orders and reorders as needed or at the request of office leadership.
Track inventory and purchase supplies needed for career events, including Govs Industry Spotlights, career fairs, and other signature programs.
Ensure all regularly used event materials, such as tablecloths, carts, signage, and display items, are accounted for, properly maintained, and in good working condition.
Coordinate catering, other food-related purchases, and supply purchases for signature events in collaboration with the event leads/team.
Assist in the scheduling of events.
Maintain open communications with the Executive Director for the Career Success Center and department staff.
Handle all interactions and communication with students, supervisees, and both internal/external campus community in a clear, positive, professional, and timely manner.
Support issue-spotting and continuous improvement efforts across supported areas.
Establish, foster and maintain successful relationships across the division and institution.
Participate in related professional organizations for continuing development.
Other duties as assigned.