Receptionist and Administrative Assistant

National Louis University•Tampa, FL

2d•$35,340 - $46,359

About The Position

This Receptionist and Administrative Assistant position provides support for campus administration, enrollment specialists, students and faculty. It oversees daily clerical activity at the Center, including processing paperwork for group starts (including all paperwork and reservations for off-site locations), classroom reservations, interaction with building management, and other local vendors.

Requirements

Associate's Degree. preferred
6 months previous experience in administrative, office, or customer service.
Experience with event and project management a plus.
Experience working in higher education would be a plus
Strong written, verbal and interpersonal skills
Strong attention to detail and organizational skills
Proficient with Microsoft Office (Word, Excel, PowerPoint, etc.)

Responsibilities

Daily campus operations – room scheduling; coordinate meetings; purchasing; receiving and distributing mail; process invoices; expense reporting; office supply inventory and ordering; maintenance requests (overtime air, trash removal, etc.); maintain campus files; general student and faculty support (tech support, material checkouts, exam proctoring, etc.); create communications (emails, flyers, signage, etc.) for campus operations, programs and events
Textbooks - collect, review and update textbook information for all Tampa Campus Programs; maintain internal database of textbooks
Programmatic Support - data entry and support for programmatic systems; assist in maintaining program files and data; build cohort calendars and registration forms, support program chairs for on campus residencies
Maintain and process student dissertation proposal and defense paperwork (registrar support), process contract payments for dissertation committee members (contracts support)
HR Support – Process I-9 paperwork and document verification for new employees, faculty, and adjuncts
Course Scheduling – coordinating with program chairs for schedules, submitting schedules to be built, troubleshoot schedule errors, create Course by Arrangement (CBAs)
Event Organizing and Residency Support - Coordinating with students/faculty/staff to organize meetings or events for university wide groups (administration, residencies, etc.), student lead organizations, or outside groups, etc.
Secure quotes and make payments for events: food, venues, services, etc.
Event set up and break down (shopping, purchasing, restock and clean up, etc.)
Commencement and Alumni Happy Hour Support - Coordinating with vendors (flowers, photographers, regalia, printers, swag items, food, etc.)
Collect, track and maintain graduate data
Create, manage and distribute Florida Commencement communications, manage FL commencement email address
Event set up and break down (shopping, purchasing, restock and clean up, etc.)