Administrative Office Assistant

Robert W Woodruff Library of the Atlanta University Center Inc•Atlanta, GA

3d•Onsite

About The Position

The full-time Office Administrative Assistant will be responsible for providing general office support, employing a variety of clerical and organizational activities and related tasks; greeting visitors, providing directional information to students, answering incoming calls, directing calls to appropriate locations, mail distribution, requisition of supplies, document preparation, as well as additional clerical duties. The Atlanta University Center Robert W. Woodruff Library (AUC RWWL) supports the teaching and learning missions of four institutions of higher learning that comprise the world’s largest consortium of HBCUs—Clark Atlanta University, Morehouse College, and Spelman College. Conveniently located and easily accessible to the campuses, the Woodruff Library is the center of intellectual and social life at the Atlanta University Center.

Requirements

Excellent phone etiquette
Skilled in operation of a multi-line telephone
Excellent verbal communication skills
Punctual
Able to work with minimum supervision
Strong customer service skills
Working knowledge of MS Office (Word, Excel, Outlook, PowerPoint)
Able to use the internet for simple search queries
Able to multi-task
Strong attention to detail skills
Professional demeanor and appearance
High School diploma/GED or vocational school diploma

Nice To Haves

Some secretarial or administrative support training preferred

Responsibilities

Professionally administer all incoming calls to include answering, determining purpose of calls and forwarding to appropriate personnel.
Assist callers by providing general information by telephone, mail or in person.
Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel.
Reserve and prepare the meeting rooms, including the Virginia Lacy Jones Exhibition Hall and maintain monthly activity reports of usage.
Assist the Executive Administrative Assistant in room set-ups and support for Board of Trustees and management meetings.
Order, receive and distribute office supplies; maintain supply inventory.
Help organize and maintain office common areas; including upkeep of the kitchen area.
Replenish office materials such as snacks, printer supplies, paper, etc.
Word process routine correspondence, memos, reports, notices and other documents.
Process and distribute daily administrative mail.
Use office equipment to photocopy, fax, scan and email.
Assist with travel arrangements for CEO & Library Director and staff, as required.
Provide support to Management Team upon directives from the Executive Administrative Assistant to include: filing, copying, transcribing of word documents, editing of office reports, spreadsheets and correspondence.
Prepare and maintain mailing lists and report generation.
As necessary, assist with event planning activities including coordination with outside vendors.
Perform other job-related duties as assigned.