Administrative Assistant

Marshall University•Huntington, WV

About The Position

The Administrative Assistant will be responsible for a variety of tasks including answering phones, managing accounts and shipments, approving time entries, maintaining office calendars, assisting with event preparations, providing registration and desk coverage, coordinating mailings, assisting with verifications and transcript inquiries, and serving as a notary.

Requirements

Proficiency in managing accounts and shipments (eShipGlobal)
Experience with timekeeping systems (TimeClock Plus)
Ability to maintain and update office calendars with important dates
Skills in database management for attendees and pronunciation lists
Capability to provide backup coverage for registration, desk, and phone
Experience in preparing and mailing diplomas
Proficiency in coordinating international mailings and student correspondence
Ability to assist with enrollment and degree verifications
Experience handling transcript inquiries
Notary Public certification
Strong organizational and communication skills

Responsibilities

Answer phone and greet walk-in constituents
Manage eShipGlobal account and shipments
Approve TimeClock Plus entries and enter leave on office calendar, blackout dates and other academic important dates on calendar
Assist with commencement confirmed attendees database and pronunciation list for readers
Provide backup registration window, desk, and phone coverage
Assist with preparing and mailing diplomas after degrees are awarded
Coordinate international mailing of diplomas/transcripts, and correspond with international students without US PR mailing address regarding midterm grade and other mail/items that need to be picked up
Assist with enrollment and degree verifications during peak times
Assist with transcript questions
Notary for diplomas/transcripts/apostille
Assist with Commencement preparations and other duties as assigned