Administrative Assistant

Hampton University • Hampton, VA

5d

About The Position

The Administrative Assistant will provide quality administrative support in a fast-paced environment. This position provides vital administrative and clerical support to the Assistant Dean of Academic Affairs and the Coordinator of Academic Support. The Administrative Assistant will be responsible for responding to students, faculty, and administrative inquiries related to academic affairs and will also be responsible for greeting visitors to the school, as well as assisting with School of Pharmacy events. The Administrative Assistant will also be responsible for budgetary procurement of office supplies and school-related travel arrangements for the Assistant Dean of Academic Affairs and the Coordinator of Academic Support. The successful candidate will be professional, customer service-oriented, and skilled at multitasking.

Requirements

• Must have a high school diploma or GED and previous professional experience.
• Minimum 3 years of experience as an Administrative Assistant in a fast-paced environment and multiple reports
• Must be proficient in Microsoft Office Suite of products including MS Word, Excel, Access, PowerPoint, and Outlook.
• Must be Proficient with Canva, AI Organizational Tools, and LMS Software such as Canvas
• Must have effective communication and organizational skills.
• Be flexible and work well either alone or as part of a team.
• Be high energy and commit to accomplishment.
• Perform multiple tasks and work effectively under pressure.
• Possess strong interpersonal and communication skills (written and verbal).
• Can provide services and accurate information in a courteous and timely manner.

Responsibilities

• Perform general clerical duties to include, but not limited to, filing, faxing, copying, mailing, etc.
• Greet visitors and answer the multi-line telephone courteously and professionally.
• Prepare travel, purchase requisition, and reimbursement documents.
• Order office supplies and equipment.
• Set up and coordinate meetings and conferences.
• Compile, transcribe, and distribute minutes of meetings.
• Serve on School-related committees and provide clerical support.
• Handle day-to-day communications for Academic Affairs.
• Type grant applications and sponsor proposal letters as needed.
• Assist in maintaining the faculty applicant database/files.
• Compose letters and memorandums.
• Manage correspondence with current and prospective students and faculty for academic affairs-related items.
• Assist with maintenance of office equipment such as copiers, printers, fax machine, shredder, etc.
• Type reports and other documents as needed.
• Assist with maintaining records for Academic Affairs.
• Assist with managing the academic and student calendars for the School of Pharmacy.
• Assist with coordinating school-related Pharmacy ceremonies
• Assist with the planning of the annual HU Pharm Ready Program and other initiatives within the Office of Academic Affairs
• Assist in copying and/or delivering documents to Office Services for printing.
• Assist in copying and/or delivering documents to academic offices within the main campus.
• Assist with special programs/events in the School of Pharmacy as needed.
• Perform other duties as assigned by the Assistant Dean of Academic Affairs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED